Administrative Research Associate

Position Details
Position Information
Recruitment/Posting Title
Administrative Research Associate
Job Category
Staff & Executive - Administrative & Support
Department
CINJ-Admin & Plan 120 Albany
Overview
Our vision is to be a statewide, national and world leader of scientific discovery, transdisciplinary engagement, translation, patient care and education that improves outcomes for cancer patients and populations.
We will accomplish this by conducting innovative basic, clinical and population research and cutting-edge patient-centered care that expands our understanding of the etiology and biology of cancer; facilitates the rapid translation of laboratory-based discoveries into human studies; develops new approaches and interventions for cancer prevention that decrease cancer incidence and mortality; and develops new and better therapies to decrease suffering and mortality from cancer.
Curiosity and Discovery, Integrity, Collaboration, Respect and Caring, Perseverance.
Posting Summary
Under direction of the Director, Research Administration, provides administrative support to the assigned Research Faculty member(s). Responsible for providing high level support to the research faculty in the research, academic and/or leadership roles. Must always maintain a high level of professionalism and have the ability to interact with high level academic and business associates as well as colleagues at all levels of Rutgers University and other institutions.
Essential duties and responsibilities:

• Responsible for confirming schedule of appointments, proactively addressing conflicts, and managing the daily calendar of the assigned Research Faculty, applying informed independent judgment to help manage time. If the assigned Research Faculty has clinical responsibilities, careful coordination of the non-clinic schedule with the clinic schedule must be maintained.
• Schedules conferences, meetings, presentations, research symposia, works-in-progress reviews, etc. Works with the Research Faculty member to prepare agendas, coordinate speakers; coordinate reservation of facilities, catering, AV, online meeting conferencing (e.g., WebEx, Zoom, Teams) and overall set up. Works with building.
• Works with the Research Faculty member to create and edit PowerPoint presentations for meetings. Performs routine editing (spelling and grammatical only) for documents such as letter of recommendation, intent, and standard correspondence.
• Handles faculty and staff onboarding as well as exiting in accordance with CINJ SOPs and respective appointment department. 5.Serves as liaison between the Research Faculty member and administrative units such as Purchasing, Human Resources, IST, Payroll, Grants and Contracts, Finance, Research, IRB, clinic practice, Workforce Planning, Faculty Affairs, Administration and Planning, etc. Initiates correspondence related to these functions.
• Assists in submission of research manuscripts, publications and editorials; corresponds with authors and publishers, as appropriate; ensure compliance, when appropriate, with the NIH Public Access policy.
• Handles all travel and conference arrangements, travel advances and expenses, and prepares detailed and accurate itineraries with all contact information for hotels, transportation, etc.
• Responsible for creating purchase orders, paying office and lab invoices, generating check requests, travel reimbursements, subscriptions, honoraria, etc. Ensures that expenditures are in accordance with allocation of funds and tracks that all payouts are completed.
• Schedules office equipment repairs and maintenance and orders office supplies. Reviews, prioritizes, sorts and routes incoming mail.
• Analyzes and organizes administrative procedures and workflow; recommends improvements as necessary.
• Organizes projects and handles multiple tasks. Assists in planning and executing projects that relate to the assigned Research Faculty's laboratory, other responsibilities, and Rutgers Cancer Institute of New Jersey as a whole.

Research Administration responsibilities

• Assists the Principal Investigator in the preparation of all protocols for grants, trials, etc., and coordinates and proactively monitors the approval process with appropriate CINJ and Rutgers offices (e.g., OHRS). Ensures that protocols are in place for evaluation of assigned Research Faculty's lab personnel.
• Creates evaluation forms, collects results, and maintains confidential records.

Research laboratory administrative support responsibilities

• Manages requests for time off and time and attendance records for the research support staff of the Research Faculty member. Ensures that staff (and, if applicable, faculty) evaluations and mandatory trainings are completed in a timely fashion.
• Manages Visa applications and renewals for the Research Faculty member and their research staff, as needed.

Grant administrative support responsibilities

• Maintains the assigned Research Faculty's CV, data for NIH Biosketch, and MyNCBI account. As needed, serves as a delegate to assigned Research Faculty for electronic systems, such as NIH eRA Commons and Rutgers Cornerstone tools.
• Responsible for maintaining current knowledge and ability to successfully use the Rutgers Research Administration and Proposal Submission System (RAPSS). Supports the research faculty by working with the assigned CINJ Financial Analyst to coordinate the development and preparation of grant budgets.
• Composes correspondence and prepares responses for the Research Faculty member. Performs routine editing assignments, including grant applications. Works with assigned grant coordinator in DGSS to assist with peer-reviewed grant application process or to independently process non peer-reviewed grant applications.
• Works with (CINJ Division of Grant Support Services and/or Rutgers Office of Corporate Contracts) the respective departments on all grant subcontracts, non-disclosure agreements, material transfer agreements, clinical trial agreements, etc. Responsible for coordinating and submitting grant progress reports to grant sponsor. Must use RAPSS and eRA Commons to enter and route the progress reports.
• Working with the assigned CINJ Financial Analyst, manages the revenue and expenditures for all grants, contracts and laboratory operational expenses. Reviews financial summaries, including research program or research laboratory combined restricted and unrestricted operating budgets, responsible for monitoring, tracking, and analyzing all financial expenditures, in collaboration with the Financial Analyst and Grants and Contracts Department.
• Works with the Principal Investigator to compose No Cost Extension letters to grantors for Federal, State and not-for profit organizations.
• Understands and adheres to Rutgers' compliance standards as they appear in RBHS's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy. Understands, demonstrates, and models the Rutgers Cancer Institute of New Jersey core values.
• Keeps abreast of all pertinent federal, state and Rutgers's compliance standards as they appear in RBHS's Corporate Compliance Policy, Code of Conduct and Interest policy.
• Acts as a role model for corporate integrity, customer service and improved quality.
• Performs other related duties as assigned.

Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA
Exempt
Grade
25S
Position Salary
Annual Minimum Salary
68938.000
Annual Mid Range Salary
82759.000
Annual Maximum Salary
98285.000
Standard Hours
37.50
Union Description
HPAE, Local 5094
Payroll Designation
PeopleSoft
Benefits
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment
Staff - 12 month
Position Pension Eligibility
ABP
Qualifications
Minimum Education and Experience

• Bachelors' Degree plus three (3) years of related experience in a business office, government agency or university setting required.
• Equivalent education, experience and/or training may be substituted for the degree requirement.

Certifications/Licenses

• This position requires training in the Microsoft Office Specialist (MOS) certification program for Word,Outlook, and Excel (Version 2016 or earlier) within the first year of employment.

Required Knowledge, Skills, and Abilities

• Must be dependable, flexible, and people oriented.
• Must be resourceful in analyzing work-related challenges and seeking out effective and efficient solutions.
• Must be able to perform information acquisition tasks, using internet search engines, PubMed and other databases, etc.
• Must be willing to work additional hours to meet deadlines, as needed.
• Must have excellent oral and written communication skills and a highly professional demeanor in-person and on the telephone.
• Must be organized, detail oriented, and possess strong spelling, grammar, and proof-reading skills.
• Must be computer literate with proficiency and intermediate to advanced knowledge of Adobe Acrobat and Endnotes.
• Experience with federal and non-federal research funding preferred.

Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
PHYSICAL DEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs.
WORK ENVIRONMENT: Office environment. Moderate noise.
Special Conditions
Posting Details
Posting Number
23ST2104
Posting Open Date
Special Instructions to Applicants
Regional Campus
Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus
Rutgers University - New Brunswick
City
New Brunswick
State
NJ
Location Details
Pre-employment Screenings
All offers of employment are contingent upon successful completion of all pre-employment screenings.
Immunization Requirements
Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.
Affirmative Action/Equal Employment Opportunity Statement
It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement