Grants Management Specialist
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Overview
Job Description
(ID: 2026-2658)
Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).
Axle is seeking a Grants Management Specialist to join our vibrant team at the National Institutes of Health (NIH) supporting the Bethesda, MD
Benefits We Offer:
- 100% Medical, Dental & Vision Coverage for Employees
- Paid Time Off and Paid Holidays
- 401K match up to 5%
- Educational Benefits for Career Growth
- Employee Referral Bonus
- Flexible Spending Accounts:
- Healthcare (FSA)
- Parking Reimbursement Account (PRK)
- Dependent Care Assistant Program (DCAP)
- Transportation Reimbursement Account (TRN)
Position Overview
Provide contractor support services to NIH Grants Management Specialists (GMS) performing high-volume, technical, and administrative tasks across the pre-award and post-award grants lifecycle, supporting federal staff who retain inherently governmental responsibilities such as final funding decisions, obligating funds, and signing Notices of Award. Responsibilities span Funding Opportunity Announcement (FOA) support, application intake and validation, budget review, compliance and checklist reviews, risk and due-diligence compilation, Just-In-Time (JIT) tracking, award and Notice of Award preparation, and post-award financial monitoring, compliance, and closeout support. A Bachelor's degree is required (Master's preferred), along with 5+ years of federal grants experience (NIH experience preferred) and 3+ years of finance/accounting experience preferred.
Education
- Bachelor's degree required; Master's degree preferred.
Experience
- 5+ years of federal grants experience; NIH experience preferred.
- 3+ years of experience in finance/accounting preferred.
Software
- eRA Commons
- IMPAC II
Skills & Knowledge
- Proficiency with SF-424, modular budgets, and indirect cost calculations.
- Knowledge of the NIH Grants Policy Statement, human subjects regulations, and audit reporting.
Deliverables
- FOA Template & Publication Tracking Spreadsheet — 5 Business Days of Request
- Application Intake Report (one per application) — 3 Business Days after Receipt
- Budget Verification Worksheet & Cost Summary — 3 Business Days after Receipt of Application
- Compliance Checklist — 3 Business Days after Intake
- Applicant Risk Brief — 5 Business Days after GMS Request
- JIT Status Log & JIT Memo — Per JIT Timeline (as Requested)
- Draft Correspondence Packet — 3 Business Days after Request
- Draft NoA Package (for review only) — Per Award Schedule
- Funding Summary & Obligation Worksheet — Within Timeline Provided by GMS
- Award Setup Checklist — Within 5 Business Days of Award Finalization
- Financial Monitoring Report (monthly/quarterly) — Monthly
- Post-Award Compliance Summary & Issue Log — Within 5 Business Days of Receipt of Grantee Submission
- Closeout Package & Checklist — Within 10 Days of Grantee Final Submission
- Archived Award Record Package — Per NIH Records Schedule
- Status Reports — Weekly (1-page plus dashboard)
- Monthly Meeting — Monthly Review with GMS Leadership
Statement of Work Details
- Draft FOA templates and administrative sections for GMS review.
- Maintain FOA publication tracking log and clearance workflows.
- Monitor the Electronic Research Administration (eRA) Commons receipt queue.
- Validate administrative completeness of applications (forms present, page limits) and flag missing items.
- Prepare administrative completeness reports for each application.
- Perform mathematical verification and consistency checks between the SF-424 Research and Budget Justification.
- Produce budget comparison worksheets and preliminary cost-analysis summaries.
- Check for required assurances (human subjects, vertebrate animals, IACUC, IRB approvals), registrations (SAM/UEI), and other required attachments.
- Prepare compliance checklist summaries for GMS review.
- Compile institutional award history, audit summaries (Single Audit), and other source documents to support GMS risk and due-diligence review.
- Track Just-In-Time (JIT) requests; validate completeness of JIT materials and prepare JIT summary memos.
- Draft standard correspondence and internal routing memos for GMS approval.
- Maintain a shared mailbox triage log.
- Assemble draft Notice of Award (NoA) elements, including funding summary, terms to consider, and recommended conditions, for GMS review.
- Prepare funding summary sheets, obligation worksheets, and internal checklists.
- Enter award metadata into NIH tracking systems under supervision, create grantee file folders, and assemble administrative award packets.
- Reconcile budgets against awarded amounts and prepare monthly/quarterly financial status summaries for GMS review.
- Track and summarize Federal Financial Report (FFR) submissions and flag delinquent reports.
- Review and summarize progress reports, other support, no-cost extension requests, and prior approval requests for completeness and policy issues.
- Prepare issue logs and draft recommendation memos for GMS action.
- Compile documentation for administrative amendments and closeout packages, including final FFR reconciliation, final progress report, and property disposition.
- Prepare draft closeout checklists and closeout memos.
- Ensure award records meet NIH retention and compliance standards and prepare electronic archive packages.
- Prepare a weekly status report on active tasks and outstanding items.
- Participate in monthly performance review meetings with GMS leadership to review performance metrics, risks, and backlog.
- Immediately escalate any items that could materially affect award timing or compliance.
Disclaimer: The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.
The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.
Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com
This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location.
Salary Range
$70,000 - $80,000USD
Automate your job search with Sonara.
Submit 10x as many applications with less effort than one manual application.
