Administrative Research Associate

Position Details

Position Information

Recruitment/Posting Title	Administrative Research Associate
Job Category	Staff & Executive - Healthcare - Administrative Services
Department	CINJ Central Admin
Overview	Through our science, our evidence-based actions, our openness, and our respect for those we serve, we will advance cancer-focused research worldwide and reduce the burden of cancer in our catchment area. By engaging with and empowering our exceptionally diverse populations, and addressing their questions and fears, we will engender hope for cancer patients and their families and play a critical role in strengthening the fabric of our communities by gaining and protecting their trust and providing access to the outstanding oncology care each person deserves. To accelerate scientific discovery focused on understanding cancer, innovating cancer treatment, and improving cancer prevention; to provide outstanding, novel, and compassionate patient care; to provide evidence-based and culturally informed education to physicians, nurses, researchers, staff, and the community; and to achieve cancer health equity in our state through outreach to and engagement of our extraordinarily diverse communities. CORE VALUES: Curiosity and Discovery, Integrity, Collaboration, Cultivating Diversity, Respect and Caring, Perseverance.
Posting Summary	Rutgers, The State University of New Jersey is seeking a Administrative Research Associate for the Cancer Institute of New Jersey. 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. Among the key duties of the position are the following: 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. 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. 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. 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. 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 .
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
Required Knowledge, Skills, and Abilities	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. 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.
Preferred Qualifications	A completed Microsoft Office Specialist (MOS) certification within the first year of employment is preferred. Experience with federal and non-federal research funding preferred.
Equipment Utilized
Physical Demands and Work Environment	Standing, sitting, walking, talking and hearing.  No special vision requirements.  Lifting up to 25 lbs. Office environment. Moderate noise.
Special Conditions

Posting Details

Posting Number	24ST0174
Posting Open Date	01/24/2024
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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