Administrator - Military veterans preferred

Administrator

US-NY-Einstein/Resnick - Bronx

Job ID: 2025-17567
Type: Administrator/Office Manager
# of Openings: 1
Category: Exempt
Albert Einstein College of Medicine

Overview

This position has overall administrative and operational responsibility and oversight of the department including budgeting, grant management, human resources, daily office operations and strategic planning.

Financial Management

• Independently develop budgets for grants, contracts, clinical contracts, and subcontracts. Preparing grant and contract applications for submission with PIs.
• Requests equipment rebudgets
• Set up of new grant awards directly with Research Finance.
• Monitor outgoing subcontract set up and invoicing.
• Prepare JIT requests and other NIH pre-award requests.
• Request incoming subcontract set up and communicate directly with Prime institution.
• Communicates grant application status to PI  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 Neurology faculty to make sure any research using human samples, subject information, etc. are correctly captured on grant applications and budgets.
• 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.
• Maintains grant and contract les, other support pages, and faculty biosketches. Preparation of budget reports as requested by PI.
• Process Montefiore LOA POs for research grants and ensure salary is charged properly.

• Will be in charge of all post-award activities and closeouts
• Work in iLab to replace any expired funding with new funding sources as to prevent overspending 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 

HR Management

• Approve Kronos timecards; approve departmental office staff vacation requests
• Assists in all department HR functions

•  Work with faculty to determine hiring needs and request of ICIMs positions
•  Department personnel terminations  
•  Request of position upgrades

Facilities Management

1. Responsible for reviewing and approving the procurement of supplies/equipment or services through the purchase order system. Must independently identify and resolve any issues that may arise immediately to avoid delays.

Operational Management

1. Provide supervision and guidance to staff regarding departmental and organizational policies and procedures.
2. May be required to develop and/or revise standard operating procedures.
3. Direct back up to Senior Administrator with the ability to have an overall knowledge of current Departmental activities.

1.  BA/BS in business administration or other related field is required.
2. Minimum 3-5 years prior related experience.
3. Experience in grant and contract financial management in a research environment is strongly preferred
4. In-depth knowledge of financial management principles and practices. Demonstrated competence in independent management of a large number of accounts with differing project periods. Demonstrates broad understanding of principles of financial management necessary to ensure the appropriate stewardship of university resources.
5. 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 Principal Investigators and Departmental Chair.
6. Must possess the ability to interact effectively with a large group of diverse individuals. Strong organizational skills required with the ability to prioritize different tasks based on the level of urgency
7. Proficient in Microsoft Office and windows-based computer system required.
8. Adept at learning new software programs.

PI277671733