Administrator - Military veterans preferred

Administrator

US-NY-Bronx

Job ID: 2025-17457
Type: Administrator/Office Manager
# of Openings: 1
Category: Exempt
Albert Einstein College of Medicine

Responsibilities

• Developing budgets for grants, contracts, clinical contracts, and subcontracts. Preparing grant and contract applications for submission.
• Preparing and following through the internal approval process.
• Administrative of the CMBG training grant (second largest training grant at Einstein, second to the MSTP training grant) .
• This involves the following:

  1.   Direct administrator to the training grant director.

  2.   Responsible to initiate all of the appointment, reappointment, and termination paperwork through eRA Commons xtrain program.

  3.   Organize a monthly training grant Work in Progress meeting

  4.   Processes all purchasing and travel reimbursement requests for training grant students.

  5.   Reconciles all monthly ledgers for training grant salaries and expenses to make sure the award is being spent according to the award notice.

  6.   Works directly with other departmental administrators to facilitate all EPAF and labor redistribution paperwork for the training grant students.

  7.   Works with Research nance to make sure all tuition and health insurance is correctly charged to this grant for each trainee.

  8.   Compiles and organizes all NIH competing and non-competing information for the renewal of this grant. This involves coordinating multiple departments for publication information, IACUC, OHRS, and Health and Safety protocols and trainee information for a period of 10 years for all appointed trainers.

  9.   Responsible for the coordination of the CMBG training grant retreat. Involves room reservations, purchase order request for deposit and payment, menu selections, activities, booklets, and transportation. Review all contracts with vendor prior to approval and assure that expenses are maintained within budgetary guidelines.

  10.   Coordinates training grant invited guest speaker seminar

• Review all funding announcements and guidelines in order to generate an extensive and detailed checklist for faculty to use when preparing documents for a grant submission.
• Submitting grants, contracts and subcontracts before sponsor deadlines.
• Communicating grant application status to PI and Department administrator as needed/requested. Responding to sponsor's questions and requests for more information.
• When a grant is awarded, outline the terms or spending per the notice of award/agreement and monitor to make sure awards are being spent correctly.
• Work with Ofce of Human Research Affairs and Cell Biology faculty to make sure any research using human samples, patient information, etc. are correctly capture on grant applications and budgets.
• Make sure any human subject protocols are correctly submitted in IRIS.
• Consistently monitor Ofce of Grants Support website and well as NIH, NSF, DoD, etc. for any updates to forms or changes in policy and communicate that to the faculty.
• Conduct workshops and meetings with faculty to help them learn Cayuse 424, Cayuse SP, other submission platforms, and review any forms for applications.
• Maintaining grant and contract les. Maintain faculty other support pages. Maintain faculty biosketches.
• Maintain faculty training grant tables.
  •  Recreate/construct CMBG training grant program trainee, mentors, and training tables in eRA Commons xTRACT system.
• Will be in charge of all post-award activities and closeouts
  •  Work in iLabs to replace any expired funding with new funding sources as to prevent over spending on awards
  •  Run payroll reports in NBA jobs and make sure all payroll is removed from expired funds and replaced with new funds
  •  Process all LRDs to correct payroll on grants retroactively
  •  Process EPAFs to correct payroll on grants proactively
  •  Make sure all Open Purchase Orders on an expiring grant are fully invoiced and/or closed
  •  Work with Post Award in Research Finance to make sure all analysis of grants are correct and reports are sent 
• Provide direct backup to Department Administrator
•  Assisting in all department HR functions
  •  Hiring process for department personnel (offer letters, visa process, onboarding)  Salary and effort allocations
  •  Department personnel terminations  

• Other duties as assigned

Bachelor's Degree; MBA preferred; 3-5 years experience

 Ensures that activities within areas of specic responsibility are completed in a timely manner and within budget;

Effectively assesses situations, considers a broad range of internal and external factors and identies the best course of action;

Anticipates needs, monitors progress toward objectives and adjusts actions as necessary;

 Prepares, justies, and/or administers the budget; uses cost-benet thinking to set priorities; monitors expenditures in support of programs and policies.

PI275723156