Associate Research Administrator, Pulmonary

Northwestern University

Chicago (IL)

On-site

USD 56,780 - 73,200

Full time

14 days+

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Benefits offered by this job

Health, dental, and vision insurance

Paid vacation and holidays

Tuition benefits

Flexible work arrangements

Job summary

Northwestern University in Chicago seeks an Administrative Assistant to support research programs in the MED-Pulmonary department. This role involves managing grant proposals, overseeing financial transactions, and ensuring compliance with regulations.

The ideal candidate must have a bachelor's degree and at least one year of relevant experience. The position offers a target salary between $56,780 and $73,200 annually and provides a comprehensive benefits package.

Qualifications

1 year of financial or administrative support experience in a research environment.
Successful completion of a full 4-year course of study.

Responsibilities

Administer entire research projects and assist with grant proposals.
Complete pre-award and post-award administration of research grants.
Process employee paperwork for hiring and termination.

Skills

Organization

Time Management

Communication

Multi-tasking

Detail Oriented

Education

Bachelor's Degree or higher

Job description

Job Summary

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

Department

MED-Pulmonary

Salary/Grade

EXS/6

Please Note

Supervisor provides objectives, deadlines, and specific instructions only for new, difficult, and/or unusual work. Work is reviewed upon completion and only occasionally to verify technical accuracy and compliance with practice, policy, and procedures. EE informs supervisor of ongoing progress and/or potentially controversial matters. EE uses an advanced knowledge of skills, methods, and practices and some innovation, analysis, and reasoning to choose appropriate alternatives from among pre-defined policies and procedures to complete work that includes successive steps and involves some non-routine problems and/or decisions.

Specific Responsibilities

Complexity
- Typically administers entire research projects such as:
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 orients 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.
Miscellaneous
- Performs other duties as assigned.

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.
1 year financial or administrative support experience in a research environment or other relevant experience.

Minimum Competencies

Organization, time management, detail oriented
Multi‑tasking, communication

Preferred Competencies

Action oriented - willing or likely to take practical action to deal with a problem or situation.
Coachability - receptive to feedback, willing to learn, embracing continuous improvement.
Collaboration - facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
Collegiality - helpful, respectful, approachable; builds strong working relationships and a positive work environment.
Initiative - exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
Meets deadlines - displays consistency and success in adhering to deadlines.
Multi‑tasking - demonstrates ability to work on multiple projects simultaneously.
Organization - plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.

Target hiring range for this position is between $56,780 and $73,200 per year. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include 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, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

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 us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

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 us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Equal Opportunity Employer

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non‑discrimination statement. 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. View additional information on the accommodations process.

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