Within the Department of Pediatrics, the Research Administrator oversees a portfolio of divisions and, in conjunction and collaboration with the individual Division Chiefs, is the administrative lead providing support for general operations, grants management, division budgeting, and human resources. The Research Administrator is the liaison between the Division Faculty and the central administrative staff at Albert Einstein School of Medicine.
GRANT AWARD DUTIES
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.
Coordination with other entities including project PI, project collaborators etc.
Acts 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
Serve as liaison with Office of Grant Support and other entities (both internal and external)
Successful completion, review and routing of all extramural awards
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 documentation
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
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).
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
Grant transfers from/to other institutions
Develop 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
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
Ensure that all staff complete goals and review information in Halogen
Track/approve timesheets and Kronos as appropriate
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
Supervision and mentoring of division staff as appropriate
Review annual faculty and staff salary letters for accuracy, and apply salary increases where applicable.
Meet regularly with division chief to discuss personnel changes, effort allocations, and terminations
Assist/Prepare and update annual division budget
Prepare and track project budgets and projections (extramural awards, gifts & endowments)
Meet with divisional chief regularly (monthly/quarterly) to review budgets
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
Oversee New Study Submission and set up
Ensure clinical trial is feasible
Liaison with Sponsor, Principal Investigator, Office of Clinical Trials (OCT), Biomedical Research Alliance of New York (BRANY)
Manage Protocol lifecycle and events
Work with the Principal Investigators and Study coordinators to ensure the smooth running of the Clinical Trial
Allocate staff and approve study expenses
Oversee retention and organization of trial documentation by study coordinators.
Ensure protocol renewal/compliance
Provide timely financial reports to Principal Investigators and the Research Administrators on expenses, revenues, study balances, etc.
Handle Clinical Trial Study closeout
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 meetings
Attend intstituional adminstrative meetings
Provide recommendations for operations
Advise on divisional/department matters
Provide assistance and/or mentorship to other research support staff
Internal Number: 2021-13415
About Albert Einstein College of Medicine
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, e...mploying 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.