Organisation Context

The Bionics Institute is a world leader in the development of medical devices for the treatment of otherwise intractable conditions. The Bionics Institute is in an exciting phase, developing therapeutic technology for hearing loss, Parkinson’s disease and inflammatory bowel disease and unique methods for the improved diagnosis of epilepsy, movement disorders and deafness.

Position summary

Reporting to the CEO, the Grants Manager is responsible for all submissions and post-award administration of government and philanthropic grants. This person will identify funding opportunities from national and international agencies and help determine the best strategies and approaches for funding submissions. With the Institute’s focus on research translation, the incumbent would also identify opportunities that support commercialisation and industry partnerships. This person will work closely with individual researchers to determine opportunities that best fit their research programs and career stage and optimise application quality. This person will work with the Fundraising team when required to prepare materials for philanthropic outreach.

Fundamental to success in this role is an interest in science and a desire to really make a difference.


  • Grant administration
  • Monitor funding opportunities and identify new local and international opportunities
  • Keep up to date with grant guidelines, application processes, and funding rules
  • Pre-award grant administration and grant application development
  • timely and effective communication to staff of funding opportunities, guidelines, and deadlines
  • maintain central grant files and funding calendar including a schedule of the notification process and reporting requirements
  • develop guidelines and procedures for staff relating to funding applications
  • provision of editorial assistance and advice on optimising the financial outcome (e.g., salary budget requests)
  • detailed review of grant applications for compliance and quality prior to submission and effectively communicating feedback to researchers
  • provide grant portal support
  • liaise with funding agencies to resolve researcher queries
  • Primary contact for grant agreements
  • Working with finance and individual researchers, ensure funding acquittal reports are prepared in a timely and professional manner
  • Ensure funding bodies are appropriately acknowledged and recognised for their contributions
  • Administrative point of contact for grant administration for the Medical Bionics Department (University of Melbourne)
  • Monitor institutional compliance with funding agreements and submit annual compliance reports (NHMRC)
  • Write and/or coordinate institutional submissions to philanthropic granting agencies as required
General responsibilities
  • Develop good working relationships with administrators within funding agencies and other institutions
  • Provide monthly summaries of upcoming opportunities, submissions, grants in progress, and funding outcomes to the Research & Development Steering Committee
  • Identify and assist with award/prize applications and identification of suitable candidates
  • Work closely with the BI’s Research Governance and Quality Manager to ensure that staff are aware of their obligations under ‘The Australian Code for the Responsible Conduct of Research’, and update institutional policies and procedures required by the Code and the NHMRC as needed
  • Assist with inter-institutional agreements as required
  • Develop and maintain the intranet Grants page as a general resource for researchers
  • Write and/or coordinate institutional submissions and surveys to government or other agencies as required
  • Receive training and serve as a Research Integrity Advisor (optional)
  • This position has one direct report. The Associate Research Manager will assist with submissions, general grant administration and institutional agreements, with a particular focus on opportunities for commercialisation and industry partnerships.


The Grant Manager is expected to understand the submission and post-award processes for a wide range of government and philanthropic grants. They can perform grant writing, budget justifications, compliance checks, and grant reporting.  The Grant Manager will be able to identify potential grant support to meet the financial and operational needs of Bionics Institution. The Grant Manager will have or develop a sound knowledge of ‘The Australian Code for the Responsible Conduct of Research’ and contribute to implementing training across the institute to support the Code.

Level of Supervision, Independence

The incumbent is expected to carry out a range of tasks that require a high level of planning with excellent attention to detail. The position will work closely with the CEO and other key internal stakeholders such as the Research Director, Chief Operations Officer, Head of Philanthropy and Head of Commercial Operations. The position is also a key liaison for external funding agencies and other institutions and also, on occasion, Institute Board members. They are expected to exhibit initiative and flexibility in anticipating and responding to needs. On a day-to-day basis, the incumbent is expected to work autonomously, and manage their own work priorities and on occasion in consultation with their supervisor.

Judgement / Problem Solving

The incumbent is responsible for continuing to review and develop the Grants Administration function within the Institute as well as providing high level support and advice on all grants-related matters.  The incumbent is expected to have the ability to research and recommend effective solutions to complex problems as and when required.

Interpersonal and Organisational Skills

The incumbent will require highly developed interpersonal and communication skills with an exceptional command over written and verbal communication. The position holder will need to be able to develop a quick rapport with a wide range of people, to communicate clearly research grant objectives, and to translate complex needs in a clear, purpose-driven manner. They will possess strong organisational skills, be able to prioritise work, meet deadlines and produce quality results on time with attention to detail.

Selection Criteria

  • Bachelor of Science or equivalent tertiary qualifications in a relevant field
  • Demonstrated experience in relevant medical, engineering, and/or scientific grant administration areas
  • Excellent written and verbal communication skills
  • A high standard of computer literacy
  • Excellent interpersonal skills, with a confident, friendly and courteous manner, and the ability to interact with, and influence, people from a diverse range of backgrounds
  • Strong time-management and organisational skills
  • Ability to work independently and as part of a team
  • Knowledge of the ‘The Australian Code for the Responsible Conduct of Research’
  • Research communications or medical writing experience

The Grant Manager position is a 3 year contract.

$120-130k negotiable plus salary packaging

Timescale: Full Time

A flexible work arrangement will be considered at 0.8 FTE or 0.9 FTE.


A police check is required.

If you believe you meet the requirements for this position, please submit your application via SEEK. Please include a CV and a brief cover letter addressing the selection criteria.

For further information about the Grant Manager position, please contact the Head of Grants and Research Governance, Janine Clarey, by email: [email protected]  

Applications for the Grants Manager position close on 19/10/2021 or until the position has been filled.

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Bionics Institute is an equal opportunity employer and female applicants are encouraged to apply. The Institute is committed to maintain a smoke free workplace and a workplace that is free from sexual harassment. The Bionics Institute’s workplace embraces the Occupational Health and Safety Standards.