amfAR, The Foundation for AIDS Research

TITLE:                 Grants Administrator
DEPARTMENT:  Research/Grants Administration
LOCATION:         New York

PRIMARY FUNCTIONS:
Ensures the effective operation of amfAR’s grant-making across all program areas by coordinating schedules, conducting internal audits of records and serving as the initial contact for potential applicants. The Coordinator, Grants Administration also provides occasional support to and serves as the primary back-up for the Coordinator, Prevention Science.                 

DUTIES AND RESPONSIBILITIES:
Develops a basic understanding of amfAR’s programmatic goals and current questions and issues related to HIV/AIDS; becomes familiar with the focus and objectives of all of amfAR grant-making programs.

Serves as the primary grants administrator for an assigned portfolio of 15–20 grants.

In consultation with grants administrators and program staff, and the Coordinator, Prevention Science develops and maintains a master calendar of grant making and contract management activities (e.g., from issuing RFPs to grant closeout); provides reminders and verifies that deadlines are met.

Conducts internal audits of database and grant records to ensure that they are complete. Works with grants administrators and program staff to remedy deficiencies.

Manages the grants administration general email account.

Coordinates the applicant registration process for open RFPs.

Coordinates the due-diligence process for new grantee organizations

Coordinates batch submission of payment authorizations to accounting.

Coordinates storage and retention of hard copy files both on- and off-site.

Provides administrative support for think tanks and other research events.

Is familiar with operational procedures for all harm reduction programs supported by the NYS AIDS Institute contract, providing assistance as requested. 

Has full responsibility for management of the NYS State AIDS Institute contract when the Prevention Science Coordinator is on leave.     

Other duties and special projects as assigned.    

QUALIFICATIONS:
BA/BS (health-related field preferred) and previous experience with grants, contract or project management in a professional environment. Excellent verbal and written communication skills; portfolio of written communications. Ability to manage detail-oriented, deadline-driven projects, prioritize multiple demands and tasks; identify and solve problems; work independently and in a team. Familiarity with database applications (Salesforce a plus); proficiency using MS Excel, Word and Outlook. Flexibility to work some extended hours, weekends and occasional travel. Discretion in handling sensitive information required. Knowledge about HIV preferred. Ability to lift and manage record files weighing up to 20 pounds.

Interested applicants should forward their resume, cover letter and salary requirements to: jobsvs@amfar.org

We are an Equal Opportunity Employer.

No agencies please.