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Form of work
SalaryPOSITION RESPONSIBILITIES:
Under the direction of the Department Administrator (DA), the Assistant Administrator will be solely responsible for the preparation of grants and grants submissions, and pre-award of extramural funding. In addition, the Assistant Administrator will be responsible for a wide range of administrative related duties including assisting with office management, budget management, and personnel management while working under little to no supervision.
Grant Management
- Responsible for working with faculty, postdocs and students to prepare research grants and fellowship applications to the NIH, other federal and state agencies, public and private organizations and foundations. These applications include but are not limited to, new, competing renewals, continuations, etc.
- Responsible for directing grant approvals through the system and subsequent electronic transmissions and manual submissions to grant-awarding agencies.
- Maintains PI information for grants (updated biosketches (can maintain file with most recent for all faculty as provided during grant application time), other support (add federal identifiers for pending grants), IACUC/IRB approvals and usernames) and grant submission record keeping (responsible for entire spreadsheet).
- Ensures proposal documentation is complete and accurate prior to submission.
- Assists with subcontract document collection for new proposals and grant continuations.
- Review subcontract POs and identify issues, i.e. missing invoices and POs for all PIs.
- Process JITs/OPAS as required.
- Provides relevant information to Department Administrator for award set-up.
- Delegate for PIs in Commons and other grant submission systems.
Financial Management
- Provides relevant information in preparation of monthly statements for DA and investigators.
- Assists with collection of data for cost-transfers and closeouts.
- Works with DA to assure customer service and smooth flow of financial data and information for the Chairman, faculty and other departments, including central administration.
- Other duties as assigned.
HR Management
- Works with DA for all new hires, appointments and terminations relating to sponsored research.
- Assists DA with the review of departmental financial records to ensure that payroll is accurate.
- Other duties as assigned.
Administration/Office
- Will act as a proxy to the DA in all Banner systems as needed.
- Assist DA with guidance to students, faculity and lab members regarding sponsored research policies and procedures.
- Other duties as assigned.
- Bachelor's Degree or equivalent combination of education and related work experience.
- 2-3 years of administration experience, preferably in research/sponsored projects administration.
- Must possess strong customer service, communication and organization skills, be flexible, proactive, resourceful and efficient.
- A high level of professionalism and confidentiality is crucial to this role.
- Must demonstrate good judgment, initiative, attention to detail and have the ability to multi-task. Must be conscientious and claim ownership of all work; track items longitudinally.
- Strong skills and competencies proficiency in Microsoft Office, especially in Excel. Familiarity with basic principles of accounting.
- Demonstrated ability to work in a fast-paced environment with changing priorities and ability to make independent decisions and effectively communicate decisions and rationale to PIs, and DA.
- Must possess ability to interact effectively with a large group of diverse individuals.
