Associate Research Administrator

Northwestern University; Chicago (IL); On-site; USD 56,780 - 73,200; Full time

Benefits offered by this job

Health insurance

Dental insurance

Tuition benefits

Paid vacation

Flexible work arrangements

Job summary

Northwestern University is seeking an Administrative Assistant for the MED-Neurological Surgery department in Chicago. This role provides administrative support for research programs, including managing grant proposals and ensuring compliance with regulations.

The successful candidate will hold a bachelor's degree and have at least one year of relevant experience. Benefits include health insurance, tuition assistance, and flexible work arrangements. Join us to contribute to impactful research!

Qualifications

• 1 year of financial or administrative support experience in a research environment.
• Experience with research grant administration is preferred.

Responsibilities

• Administer entire research projects and manage grant proposals.
• Complete pre-award and post-award administration.
• Process hiring and termination paperwork for employees.

Skills

Organization

Time management

Detail oriented

Communication

Self-starter

Education

Bachelor's degree or higher

Tools

FASIS

myHR

CERES

NUPAD

Smartsheet

Sharepoint

Job description

Department: MED-Neurological Surgery

Salary/Grade: EXS/6

Target hiring range: $56,780 - $73,200.

Job Summary

Provides administrative assistance and routine problem-solving in support of the unit's research programs and mission. Assistance may include the preparation or submission of routine research proposals, grants, or contracts according to standard practice or general instruction. May assist with or complete proposal submissions, prepare information used in grant budgets, process and project financial transactions, or effort reporting activities.

Specific Responsibilities

• Typically administers entire research projects such as single Principal Investigator basic proposals, grants, or contracts.
• May assist with components of multi-PI or multi-unit proposals, grants, or contracts.
• Manages NIH RO1 approximately $250K per year over 5 years.
• Manages NIH R21 approximately $150K per year over 2 years.
• Manages Foundation grants, NSF grants, fellowships.

Pre-Award

• Completes pre-award administration of grant and/or contract activities.
• Reviews solicitation and determines necessary components.
• Organizes proposal, renewal and resubmission applications.
• Completes NU OSR forms.
• Completes entire application for smaller, less-complicated, simple, standard proposals.

Post-Award

• Completes post-award administration of research grants and/or contracts.
• Reviews account establishment.
• Reviews expenditures.
• Tracks formal re-budgeting.

Coordinates core resource account setup and maintenance.

Provides data needed for the preparation of interim and final financial and technical progress reports.

Participates in account close out activities.

Monitors project under-spending and overspending.

Communicates with PI, other unit and project personnel, OSR, ASRSP and/or sponsor accordingly.

Financial

• Reviews and/or approves transactions.
• Reconciles standard budget and payroll information ensuring that appropriate sponsored accounts are charged.
• Prepares payroll journals to enter or correct funding of salary from sponsored projects.
• Prepares and coordinates signatures on 90 day letters required when transactions are not timely.

Human Resources

• Processes paperwork associated with hiring and termination of employees and orient new employees.

Compliance

• Resolves standard and routine compliance problems and issues involving associated NU policies and practices; local, state, federal, agency and sponsor rules, regulations and requirements regarding grant and/or contract administration.
• Becomes familiar with regulations involving research safety, animal subjects and human subjects.
• Alerts supervisor to potential higher risk compliance issues including research safety, animal subjects and human subjects.

Minimum Qualifications

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; or appropriate combination of education and experience.
• At least 1 year of financial or administrative support experience in a research environment or other relevant experience.

Minimum Competencies

• Organization, time management, detail oriented.
• Multi-tasking, communication.
• Self-starter, diplomatic, and pro-active.

Preferred Qualifications

• Demonstrated experience with research grant administration.
• Prior experience collaborating with physician-scientists and research PIs.

Preferred Competencies

• Proficiency in FASIS, myHR, CERES, NUPAD, Smartsheet, and Sharepoint.
• Meticulous attention to detail.
• Precise and accurate record keeping.
• Ability to work independently and in a team environment.
• Strong written and verbal communication skills.
• Strong planning, organization and time management skills.

Benefits

Health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical, sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, visit https://www.northwestern.edu/hr/benefits/index.html.

Work-Life And Wellness

Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit https://www.northwestern.edu/hr/benefits/work-life/index.html for more information.

Professional Growth & Development

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit https://www.northwestern.edu/hr/learning/index.html for more information.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. Additional information on the accommodations process is available.