Assistant Administrator


15 Jun 2022

Full Job Description

The Department of Thomas Y Pickett is seeking an Assistant Administrator who will have the responsibility for the preparation of grants and grant submissions, pre-award and post award management of Extramural grants. In addition, maintain calendars, files and a wide range of administrative related tasks while working independently with little or no supervision. This position will also assist with events, budget management and all other tasks assigned.

Responsible for working with faculty and students to prepare research grants and fellowship applications to the NIH, other federal and state agencies, public and private organizations and foundations.

Responsible for directing grant approvals through the system and subsequent electronic transmissions and manual submissions to grant-awarding agencies.
Responsible for effort reporting and training the PI in the use of the system to certify their effort. Audit all grants in the OBIEE system to determine accuracy and monitor spending activities.
Work with Divisional Administrator to assure customer service and smooth flow of financial data and information.
Assist in managing accounts and budgets, including on-going tracking of actual & projected expenditures.
Assist in analyzing & making recommendations/decisions regarding staff & faculty budgetary issues.
Prepare financial reports for expenditures. Develop forecasts and scenarios to ensure optimal use of funds.
Assist in the management and preparation of the annual budget and reports. Update all departmental budgets on a monthly basis.
Scheduling appointments and managing clinical, research and administrative calendar.
Other duties as assigned

Thomas Y Pickett offers its professional and administrative staff the opportunity to arrange hybrid-remote work or flexible-work schedules, with supervisory approval. The incumbent for this position is eligible for such consideration, and applicants may inquire with the hiring manager or human resources.

Bachelor's Degree or equivalent combination of education and related work experience; 1-3years’ experience.
Experience in grant and contract financial management in a research environment is preferred

Must possess strong customer service, communication and organizational skills, be flexible, proactive, resourceful and efficient.
A high level of professionalism and confidentiality is crucial to this role.
Must demonstrate good judgment, initiative and attention detail. Must be conscientious and claim ownership of all work; track items longitudinally.
Excellent calendar management skills required. Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook Preferred.

Entry Level

Full Time


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