Pre and Post Award Research Grants Administrator

ABOUT VITALIEF
Vitalief is a clinical research consulting firm focused exclusively on the clinical research industry, providing consulting, staffing, and technology-enabled services to academic medical centers, health systems, sponsors, CROs, and site networks. By combining deep subject matter expertise with the experience of senior research practitioners, we help organizations accelerate study activation, optimize operations, improve financial performance, and build scalable workforce solutions that reduce costs, increase efficiency, and advance clinical breakthroughs for patients.

Position Overview
Vitalief is seeking an experienced Pre- and Post-Award Research Grants Administrator to join our team as a full-time, fully benefited Vitalief employee. This position is 100% remote. The Grants Administrator will support a major statewide clinical research initiative for our client, a leading academic medical center in New Jersey.

The Grants Administrator will manage and coordinate a portfolio of research, engineering, and education-related grants across the full pre- and post-award lifecycle. This role will work closely with Principal Investigators, institutional leadership, and cross-functional teams including Research Administration, Finance, Sponsored Programs, Contracts, Regulatory/IRB, Data, Operations, and external collaborators.

WHY VITALIEF?

• Learn from senior leaders: Work alongside Vitalief’s senior clinical research and business leaders to broaden your expertise, gain new perspectives, and learn from professionals with deep, real-world experience.
• People-First Culture: Join a collaborative environment focused on professional growth, innovation, and teamwork.
• Comprehensive Benefits: Enjoy 20 PTO days, 9 paid holidays, company-paid life insurance, short- and long-term disability coverage, a 401(k) retirement plan, and comprehensive healthcare benefits.
• Work Location: This is a 100% remote position (EST Zone work hours).
• Salary Range: $80,000 – $110,000 annually, depending on experience level.

RESPONSIBILITIES:
Pre-Award Grant Administration

• Review and coordinate grant and contract proposals for completeness, accuracy, and compliance with sponsor and institutional requirements.
• Assist Principal Investigators and research teams with proposal development, budgets, justifications, required forms, and supporting documentation.
• Coordinate multi-investigator and multi-institutional proposals and ensure submissions meet internal and sponsor deadlines.
• Submit proposals through institutional systems and sponsor portals and maintain accurate submission records.
• Serve as a liaison between sponsors and Principal Investigators regarding questions and requirements before award issuance.

Post-Award Administration

• Coordinate award setup, budget management, financial monitoring, reporting, subawards, and closeout activities.
• Monitor budgets and expenditures, assist with forecasting, and identify and resolve financial or compliance issues.
• Prepare and submit Research Performance Progress Reports (RPPRs) and other required progress reports.
• Coordinate sponsor prior-approval requests, including no-cost extensions, budget changes, changes in scope or PI, and carryforward requests.
• Ensure compliance with sponsor terms, institutional policies, and applicable federal and state requirements.

Project Coordination & Stakeholder Management

• Serve as a central point of contact for assigned grant portfolios and coordinate activities across faculty, research administration, Finance, Contracts, Regulatory/IRB, Data, Operations, and external collaborators.
• Track project deliverables, milestones, deadlines, dependencies, and sponsor requirements.
• Identify and proactively address risks, gaps, issues, and potential delays.
• Coordinate meetings, action items, communications, and follow-up across multiple workstreams.
• Provide regular project and portfolio status updates to leadership.
• Maintain comprehensive and organized project documentation to support continuity and knowledge transfer.

Systems & Process Management

• Maintain accurate grant, award, personnel, budget, and milestone information within institutional research administration systems.
• Support system enhancements, user acceptance testing, and process improvement initiatives.

Required Qualifications:

• Bachelor's degree in life sciences, public health, healthcare administration, business, or a related field.
• Minimum 5 years of experience in grants administration, managing research, engineering, and/or education-related grants across the full pre and post-award lifecycle and coordinating effectively with Principal Investigators, institutional leadership, Finance, Sponsored Programs, Contracts, Regulatory/IRB, Data, Operations, and external collaborators.
• Experience managing high-volume pre and post-award grants, preferably within an academic medical center, university, healthcare system, or research consortium.
• Strong understanding of the full research grant lifecycle, including proposal development, submission, award setup, budgeting, compliance, reporting, subawards, and closeout.
• Experience working with federal, state, nonprofit, and/or for-profit funding agencies, including NIH, DARPA, and other federal research sponsors.
• Experience with grant submission and research administration platforms such as Grants.gov, NIH eRA Commons/ASSIST, Research.gov, DARPA submission systems, NSPIRES (NASA), NJ SAGE, and/or ProposalCentral.
• Experience working closely with Principal Investigators and multidisciplinary research teams.
• Strong knowledge of grant budgeting, financial monitoring, forecasting, and sponsored research compliance.
• Experience coordinating multiple stakeholders, workstreams, deadlines, and deliverables in a matrixed environment.
• Excellent communication, organization, problem-solving, and relationship-management skills.
• Ability to influence and drive accountability across teams without direct authority.
• Proficiency with Microsoft Office, particularly Excel, Word, and PowerPoint.
• Experience with multi-institutional research, subrecipients, or external collaborators is preferred.
• Certified Research Administrator (CRA) certification is a plus.

PHYSICAL DEMANDS: Prolonged periods of sitting at a desk and working at a computer.  Standing, walking, visual perception, talking and hearing.  Lifting up to 20lbs.