Within the Department of Pediatrics, the Assistant Research Administrator will assist with overseeing a portfolio of divisions and, in conjunction and collaboration with the individual Division Chiefs and the Adminsitrative DIrector for Research, is part of the administrative team providing support for general operations, grants management, division budgeting, and human resources. The Assistant Research Administrator, under the supervision of the Administrative Director for Research, is the liaison between the Division Faculty and the central administrative staff at Albert Einstein School of Medicine.
GRANT AWARD DUTIES
PRE-AWARD ADMINISTRATION
Application preparation and oversight Direct the review of grant submissions to ensure appropriate approvals and compliance. Conduct full review of assigned proposals prior to submission to sponsor. Budget Development (including effort allocation, cost share, assist clinical trials budget) Coordination with other entities including project PI, project collaborators etc. Under the supervision of the Administrative Director for Research, act as liaison between PI, Sponsored Projects Office and funding agency as well as with Research Finance and Department Administration. Maintain all documentation related to award Follow Departmental Grant Timeline to ensure deadlines are met, meetings are scheduled between RA and PI, and protocols have been followed regarding departmental notice of submissions Assist with identifying funding opportunities Under the supervision of the Administrative Director for Research, serve as liaison with Office of Grant Support and other entities (both internal and external) Successful completion, review and routing of all extramural awards
POST-AWARD ADMINISTRATION
Under the supervision of the Administrative Director for Research, monitor reporting to ensure timely, and accurate data and relevant analyses are being provided to Division Directors and principle investigators Monthly review of expenses and reconciliation, including burn rate and appropriateness of spending with PI Review labor allocations with PI to ensure all personnel effort is allocated correctly Oversee monitoring of effort reporting on Federal projects Oversight and maintenance of petty cash, IRB documentationAssist with the processing of non-competing continuations, supplements, other award/agreement amendments, and sub-award initiation, monitoring and modification. Reconciliation of grant reports to general ledger Invoicing - approval and review Preparation and management of progress reports Under the supervision of the Administrative Director for Research, serve as a liaison between agency staff, Office of Grant Support/Office of Research Finance, and PI, communication with NIH program offer (i.e. changes in NOGA etc). Assist with award close out (FFR, final invoicing, progress reports, terminations) Meet with division chief several months before closeout to work through labor allocations post grant and terminations Assist with grant transfers from/to other institutions
HR PROCESSES
Faculty recruitmentAssist with developing templates related to research faculty offer letters for Divisional recruits Assist with Faculty departure and onboarding procedures Ensure space is set up for faculty member upon arrival Liaison with faculty member prior to arrival to ensure proper equipment is ready for use upon their arrival to institution Staff recruitment Create iCIMS requisitions for open positions Assist hiring and onboarding as requested Liaison with Human Resources to ensure all paperwork is completed for credentialing, and occupational health clearance Performance Evaluation Ensure that all staff complete goals and review information in Halogen Time management Track/approve timesheets and Kronos as appropriate Stipend forms Time away: Approve requests and track used time EPAF effort distribution processes Labor distribution changes, including labor redistributions on past pay periods Additional pay where necessary Position management changes Assist with review annual faculty and staff salary letters for accuracy, and apply salary increases where applicable. Meet regularly with division chief and the Administrative Director for Research to discuss personnel changes, effort allocations, and terminations
BUDGETING
Under the supervision of the Administrative Director for Research, assist/prepare and update annual division budget Prepare and track project budgets and projections (extramural awards, gifts & endowments) Under the supervision of the Administrative Director for Research, meet with divisional chief regularly (monthly/quarterly) to review budgets FINANCIALS
Review and approve purchase orders, check requests, travel, e-procurement and purchase requisitions for appropriateness and accuracy (both electronic and paper processes) Maintain all receipts and documentation for orders, check requests, eProcurement and shipments/deliveries Create, track, and closeout purchase orders, including rectifying encumbrance on fund for unused PO money Manage required corrections for institutional policy compliance Prepare and review reports for consolidated departmental initiatives (endowments, inter charge, department budget to actual spending) Manage year-end closeout processes
CLINICAL TRIALS DUTIES
Under the supervision of the Administrative Director for Research, oversee New Study Submission and set upEnsure clinical trial is feasibleLiaison with Sponsor, Principal Investigator, Office of Clinical Trials (OCT), Biomedical Research Alliance of New York (BRANY) Manage Protocol lifecycle and eventsWork with the Principal Investigators and Study coordinators to ensure the smooth running of the Clinical TrialAllocate staff and approve study expensesOversee retention and organization of trial documentation by study coordinators.Ensure protocol renewal/complianceProvide timely financial reports to Principal Investigators and the Research Administrators on expenses, revenues, study balances, etc. Handle Clinical Trial Study closeout
SPECIAL PROJECTS
Maintain equipment inventory for division, including purchasing information and what fund equipment was purchased on Space inventory, Space Planning/management. Work with Administrative Director for Research when needed.
SERVE AS A MEMBER OF DIVISION/DEPARTMENT LEADERSHIP
Attend department meetingsAttend intstituional adminstrative meetings Provide recommendations for operations Advise on divisional/department matters
Bachelor's Degree preferably in Business/Finance and 3-5 years of related experience is required.
Skills and Competencies Proficiency in Microsoft Office, especially in Excel. Familiarity with basic principles of accounting.
Ability to pay attention to detail and to multi-task.
Management/supervisory skills to work with non-exempt and exempt staff and help them reach their maximum productivity.
Excellent communication skills.
Experience working in an academic setting preferred.