Assistant Administrator

Responsibilities include:

1.)    Payroll Activities - Facilitate all hiring, promotion, termination and salary increments activities for the Cell Biology Department Personnel and secondary appointees. Prepare and review all ICIMS, EPAFS and Appointments.

2.)   Audit all payroll transactions related to the above activities by comparing the Certification of Effort Reports with Cell Biology internal records to ensure that salary and fringes are properly calculated and that salaries are encumbered in the corresponding accounts as stipulated in the grant award notices.

3.)   Prepare and maintain personnel salary spreadsheets by classification and update monthly to reflect any changes in grant funding, salary efforts, position/job titles and employment status.

4.)   Supervise the Cell Biology and Division of Biological Science Seminar Series that consists of Outside Speakers, Work-In-Progress, Journal Club, Internal Faculty Seminars. Oversee and prepare announcements for distribution throughout the College and the Events Calendar, reservation of lecture halls, faculty club and timely contacts with all invited speakers. Evaluate monthly report of seminar expenditures and compare it against the annual budget. Approve all travel expenses and all other reimbursement requests.

5.)   Supervise the procurement of supplies/equipment or services through the purchase order system. Every purchase orders must be approved on time otherwise it can affect the research conducted in the laboratories. Delivery and system problems must be addressed immediately to avoid delays.

6.)    Train all new staff to assist with all administrative duties that involve the coordination of the Departmental and Division of Biological Science Seminar Series, courses, purchasing, payroll, and scheduling and implementation of all new grant proposals.

7.) Responsible for all new hire on boarding for the department: This involves the following:

• Working with the faculty to gather the information needed for the new hire icims paperwork as well as the offer letter.
• Working with the Belfer Institute to make sure new hires are provided housing if needed.
• Working with Occupational Health to make sure any new hire is made aware of any medical requirements and that the person is cleared to start working in the lab.
• Working with the new hire to make sure all new hire paperwork is completed and that I-9 appointment is set-up to make sure the person can obtain his/her Banner ID, so the person can start working in all of the university systems right away.
• Working with the International Student and Scholar office to make sure visa   paperwork is started or transferred. She also works with this office for our current postdocs, if their visas need to be renewed or the type of visa/permanent residency is changing.

 8.) Directly supervises all Kronos timecards. This involves the following:

• Works with the employees to make sure all time is recorded properly and records any necessary adjustments.
• Works with the faculty members to make sure times that is recorded is correct and that any overtime is paid out properly.

9.) Direct backup for the departmental administrator. This involves the following:

• Having in depth knowledge of the administrative functions of the department.
• Performing all of the functions of the administrator, when the administrator is out on personal, vacation, or sick time.
• Has extensive knowledge and training in all of the Banner systems.
• Is the proxy for the administrator in all of the Banner systems.

Other duties as assigned

Qualification include: 

• Bachelor's degree required, MBA preferred in related field or 3+ years relevant experience.
• Proficient with Microsoft Office Suite (heavy Excel usage), PDF documents, and windows-based computer systems, and adept at learning new online software programs.
• Demonstrated competence in multitasking to manage a large number of projects with differing due dates.
• Seeking a highly organized, detail oriented individual with excellent interpersonal and customer service skills.

 

USD $58,500.00/Yr.

USD $65,000.00/Yr.

Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.

 

Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).

 

Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.

 

The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.

 

The Department of Cell Biology seeks a Grants Administrator to be responsible for all pre-award, post-award, and closeout activities for the $9,612,578 grants and contracts supporting the department and its 16 faculty investigators.  This includes our NIGMS/NIH Training Grant, other federal grants and fellowships, foundation (e.g., LLS, Evans, V Foundation, Mathers) grants as well as pharmaceutical contracts.