Melissa Ellis
Baldwin,NY
Summary
Detail-oriented Grants Specialist with expertise in grant management and submission. Ensures compliance and mitigates risks while fostering strong professional relationships. Maintains up-to-date knowledge of evolving guidelines and departmental procedures. Committed to team collaboration and delivering results in dynamic environments.
Overview
19
19
years of professional experience
Work History
Grants and Contracts Specialist II
Icahn School of Medicine at Mount Sinai
New York, NY
09.2022 - Current
- Reviewed proposal documents for compliance with university policies, sponsor requirements, and submission deadlines.
- Coordinated incoming grant submissions, routing and workflow across department of Psychiatry.
- Completed Other Support documents for Principal Investigators working in Psychiatry and various other departments.
- Tracked new submission status, renewals, resubmission, reporting period and final reports to prevent delays and missed deadlines .
- Advised Principal Investigators on sponsor requirements, process steps, and documentation needed for timely submissions.
- Reviewed and edited budgets of upwards of 13 million dollars.
- Coordinated with sub-award institutions to ensure accurate and timely submission.
- Collaborated with other departments for other support completion, ensuring that accurate information is being submitted to the sponsor.
- Streamlined internal contract management processes by implementing a centralized database for tracking and monitoring contractual agreements.
- Managed a diverse portfolio of submissions for incoming funded awards, maintaining organized records for easy access and reference.
- Stored and filed contract documents in orderly, organized systems.
- Conducted regular tracking of awards and restrictions to better assess funded and non-funded awards. Ensured all documentation required is submitted.
District Music Leader
Brooklyn
01.2008 - Current
- Plan and direct music programming
- Led rehearsals for district and North East Region to ensure effective music programming
- Scheduled musicians and singers, balancing availability with service coverage and event requirements.
Grants Administrator
University of Cincinnati
Remote
02.2022 - 07.2022
- Assisted faculty and grant administrators with compiling data and tracking information for federal and private grant applications submitted to the National Institute of Health (NIH).
- Prepared grant proposals, submitted the proposal, and the execution and acceptance of these awards.
- Tracked all the required information regarding these complex grants and keep organized all in one cohesive document, all while communicating effectively and professionally with various faculty, researchers, and high-level medical professionals to ease their workload.
- Tracked all the required information regarding these complex grants and kept organized all in one cohesive document; all while communicating effectively and professionally with various faculty, researchers, and high-level medical professionals to ease their workload.
- (contracted via Insight Global)
Grants Associate
Research Foundation of CUNY at NYC College of Technology
Brooklyn, NY
03.2018 - 07.2021
- Assisted faculty in processing and maintaining grants in excess of a $1,000,000.
- Assisted faculty in processing and maintaining grants in excess of $1,000,000.
- Coordinated with RF project administrators and other staff in the maintenance of accounts, awards, and the compliance of sponsors, Research Foundation and CUNY guidelines.
- Supported specialized grant functions, including, but not limited to grant report reviews, special handling, and problem resolution.
- Provided subject matter expertise in specific, assigned grant interest areas such as the correct subject of research that would best fit the grant being applied for.
- Coordinated with RF project administrators and staff to maintain accounts and awards, ensuring compliance with sponsor and Research Foundation guidelines.
- Implemented RFCUNY onboarding system, streamlining hiring process for over 300 new and rehired staff.
- Regularly transcribed meeting minutes for executive meetings among Provost, Associate Provost, Deans, and Principal Investigators.
Grants Assistant
Research Foundation of CUNY at City College
New York, NY
04.2016 - 03.2018
- Aided faculty in proposal submission by creating budgets, entering principal investigators’ requests in proposal depository, and developing agency guidelines checklists.
- Assisted faculty both in pre-award and post award transactions regarding PSC CUNY and CUNY Collaborative grant applications. (i.e., reviewed budgets before submission and proposal documentation.)
- Organized, conducted, and developed material for orientations on summer salary, RF system in a group or one-on-one.
- Tracked over 300 accounts for release time, supporting faculty with summer salary efforts, appointment submissions, and payment authorizations.
- Trained new staff and student work studies in pre and post award tasks (operating software system, post submission close outs, creating payment requests.)
- Compiled and reviewed special reports for City College faculty and federal, state, and private sponsors.
- Developed the standard operating procedures for summer salary, PSC CUNY submission, payment authorizations and purchase card reconciliation system.
Administrative Assistant
Research Foundation of CUNY at City College
New York, NY
07.2017 - 01.2018
- Supported Associate Provost of Research in managing daily operations and strategic initiatives.
- Researched, compiled, and prepared information materials.
- Prepared and edited written correspondences between the Associate Provost, administrative personnel, and faculty.
- Prepared and edited written correspondences to ensure clear communication among Associate Provost, administrative personnel, and faculty.
- Supported faculty in addressing and resolving academic issues. in the resolution of issues and brought them to the attention of Associate Provost of Research (200+ faculty).
Education
Bachelor’s Degree - History
Liberty University
Skills
- Language: Intermediate Spanish
- Professional: Organizational skills
- Computer: Software proficiency
- Budget management
- Grant compliance
- Proposal review
- Relationship management
- Workflow coordination
- Written communication
Timeline
Grants and Contracts Specialist II
Icahn School of Medicine at Mount Sinai
09.2022 - Current
Grants Administrator
University of Cincinnati
02.2022 - 07.2022
Grants Associate
Research Foundation of CUNY at NYC College of Technology
03.2018 - 07.2021
Administrative Assistant
Research Foundation of CUNY at City College
07.2017 - 01.2018
Grants Assistant
Research Foundation of CUNY at City College
04.2016 - 03.2018
District Music Leader
01.2008 - Current
Bachelor’s Degree - History
Liberty University