Admin Support Associate-CIND

UNC-Chapel Hill; North Carolina; On-site; USD 40,000 - 54,000; Full time

Job summary

UNC-Chapel Hill is seeking an Admin Support Associate to support the Carolina Institute for Neurodevelopmental Disabilities (CIND). The role involves contract submission and tracking, assisting with licensure renewals, organizing speaker visits and travel, and handling reimbursements and data updates for multiple training grants.

The position supports faculty bios, biosketches, and grant coordination across departments.

Responsibilities

• Contract submission and tracking (OPPENA and UNC Legal)
• Identify billable activity and deposits
• Assist faculty with licensure renewals, charged to PCard
• Set up speakers as Independent Contractors and processing payment via vouchers
• Organize speaker visits: itineraries, travel arrangements, group dinner
• Book auditorium and rooms for faculty meetings
• Create and distribute flyer, send Outlook calendar events
• Process speaker’s receipts for reimbursements
• Process statements of appointment, re-appointments and terminations in X-Train for CIND’s T32 postdoctoral training grant
• Update data in Xtract for CIND’s T32 postdoctoral training grant
• Assist faculty with biographies in MyNCBI, and Modify and collect ScienCVs
• T32 class coordination and lobby duty on Wednesdays
• Point of contact for CIND departmental Verizon account and research hotspots
• Determine what to buy and when - purchase supplies
• GatheR documentation and communicate with study subjects; monthly accounting reconciliation
• Coordinating community advisory board members as vendors; paperwork and invoice processing
• Working with self-advocates to collect paperwork to submit payment to Accountant
• Assist faculty with transition to SciENcv biosketches and other support
• CIND training contracts – establish contracts with other universities and payments for self-advocates/families
• Collect and distribute investigators applications
• Collect required documents (letters of support, project summaries, investigator questionnaires, commitments)
• Organize annual spring retreat: poll investigators, reserve space, arrange catering, attend retreat to assist
• Send polls and invites related to grant planning meetings
• Define project scope, staffing needs, effort, equipment, supplies for PROS

Education

High school diploma or equivalent

Job description

One of the best college towns and best places to live in the United States, Chapel Hill has diverse social, cultural, recreation and professional opportunities that span the campus and community.

University employees can choose from a wide range of professional training opportunities for career growth, skill development and lifelong learning and enjoy exclusive perks that include numerous retail and restaurant discounts, savings on local child care centers and special rates for performing arts events.

Primary Purpose of Organizational Unit

Our mission is to improve the health and well-being of North Carolinians and others whom we serve. We accomplish this by providing leadership and excellence in the interrelated areas of patient care, education and research.

Patient care: We promote health and provide superb clinical care while maintaining our strong tradition of reaching underserved populations and reducing health disparities across North Carolina and beyond.

Education: We prepare tomorrow`s healthcare professionals and biomedical researchers from all backgrounds by facilitating learning within innovative and integrated curricula and team-oriented interprofessional education to ensure a highly skilled workforce.

Research: We develop and support a rich array of outstanding health sciences research programs, centers and resources. We provide infrastructure and opportunities for collaboration among disciplines throughout and beyond our university to support outstanding research. We foster programs in the areas of basic, translational, mechanistic and population research.

Position Summary

The Admin Support Associate will work with the Carolina Institute for Neurodevelopmental Disabilities faculty and staff on the following functions:

• Contract submission and tracking ( OPPENA and UNCH Legal)
• Identify billable activity and deposits
• Assist faculty with licensure renewals, charged to PCard
• Investigator Forum:
• Set up speakers as Independent Contractors and processing payment via vouchers; COI forms
• Organize speaker visits: itineraries, travel arrangements, group dinner
• Book auditorium and rooms for faculty meetings
• Create and distribute flyer, send Outlook calendar events
• Order food, be at bioinformatics physically to receive and setup food, tidy up after presentation is finished.
• Process speaker’s receipts for reimbursements.
• Process statements of appointment, re-appointments and terminations in X-Train for CIND’s T32 postdoctoral training grant.
• Update data in Xtract for CIND’s T32 postdoctoral training grant which requires contacting previous trainees over the past 15 years to complete updated information annually
• Assist faculty with biographies in MyNCBI, and Modify and collect ScienCVs
• T32 class (~2x per month on Wednesday mornings): Be available in TEACCH lobby from 8:45-9:15 to let in students who do not have badge access.
• Point of contact for CIND departmental Verizon account and research hotspots
• Determine what to buy and when -purchase supplies
• LEND Program: Coordinate collection of PIDs for UNC graduate students to pay via GradStar and work with non- UNC trainees to set up as a vendor and pay
• Gather documentation and communicate with study subjects. Submit request via RASR , request vouchers from accountant. Monthly reconciliation done for accounting
• Coordinating community advisory board members as vendors; paperwork and invoice sent to accounting for processing
• Working with self-advocates to collect paperwork to submit request for payment to Accountant
• Assist faculty with transition to and maintenance of SciENcv biosketches and other support.
• CIND training contracts ( LEND , UCEDD ) – establish contracts with other universities and payments for self-advocates/families
• Collect and distribute investigators applications
• Collect other required information * documents (e.g., letters of support, project summaries, investigator questionnaires, department commitments of in-kind contributions, letters of support)
• Organize the annual spring retreat: poll investigators for the best date, reserve the space, order the catering, be present at the retreat to assist
• Send polls and invites related to grant planning meetings
• Define project scope, staffing needs, effort, equipment, supplies, etc. for PROS

Minimum Education and Experience Requirements

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Management Preferences

Prefer someone with UNC experience, and/or experience with Connect Carolina

Office of Human Resources Contact Information

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at [phone] or send an email to [e-mail]

Please note: The Office of Human Resources will not be able to provide specific updates regarding position or application status.

Equal Opportunity Employer Statement

The University is an equal opportunity employer and welcomes all to apply without regard to age, color, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, or sexual orientation. We encourage all qualified applicants to apply, including protected veterans and individuals with disabilities.

Optional and Required Documents

• Required Documents
• Curriculum Vitae / Resume
• List of References
• Optional Documents
• Cover Letter

Supplemental Questions

Required fields are indicated with an asterisk (*)

• Do you have experience working with Connect Carolina?
  • Yes
  • No
• Have you used the Concur Travel System?

  (Open Ended Question)

• Please describe your skill level with examples (e.g. mail merges, complex functions used, etc.) for each of the following: Microsoft Word, Excel, Outlook, and PowerPoint.

  (Open Ended Question)