Divisional Administrator

Einstein; New York (NY); On-site; USD 100,000 - 115,000; Full time

Job summary

Albert Einstein College of Medicine seeks an administrator to oversee the four Divisions in the Department of Medicine, handling budgeting, grants, HR, and daily operations. The role includes pre- and post-award activities, contracts, and reporting to NIH and leaders.

Ideal candidates have 3–5 years of related experience, strong organizational and interpersonal skills, and proficiency with Microsoft Office within a research setting.

Qualifications

• Bachelor’s degree required; Master’s preferred.
• Extensive knowledge of large academic institutions and federal funding landscape.
• Grant/contract financial management experience in research environments strongly preferred.

Responsibilities

• Oversee budgeting, grant management, and HR operations for four divisions.
• Forecast and manage accounts; post‑award financial management of grants and contracts.
• Prepare financial reports and develop forecasts for fund usage.
• Develop annual operating budgets and provide administrative financial oversight.

Skills

Interpersonal skills

Organizational skills

Education

Bachelor’s degree

Master’s degree

Tools

Microsoft Office

Job description

About Us

This position has overall administrative and operational responsibility and oversight for four Divisions in the Department of Medicine which includes budgeting, grant management, human resources, daily office operations and strategic planning.

POSITION RESPONSIBILITIES

Administration and Financial Management

• Oversee the grant application process by providing budget estimates, staffing information, biosketches, publications, etc in a timely and accurate fashion.
• Independently and proactively forecast and manage accounts; provide post-award financial management of grants and contracts, including on-going tracking of actual & projected expenditures.
• Manage contracts while maintaining compliance with NIH guidelines.
• Analyze & make recommendations/decisions regarding staff & faculty funding issues.
• Prepare financial reports for grant and contract expenditures. Develop forecasts and scenarios to ensure optimal use of funds.
• Manage and prepare the annual budget and reports.
• Provide in depth financial analysis of operations, capital and staffing expenditures. Prepare and develop financial reports, projections and forecasts on all research funding.
• Advise and make financial recommendations to faculty regarding research program budgets.
• Develop and implement the annual operating budgets for the Centers and Divisions.
• Provide administrative and financial oversight on all sponsored and non-sponsored funds, contracts, endowments, and donations.
• Establish and design standard operating procedures for all Core transactions that involve procurement, billing, collections, and charge backs.
• Develop business plans for center grant applications. Perform periodic and systematic review of all core services, fee structures, and business practices.
• Ensure timely submission of budget reports to the NIH, and the institution.
• Present financial reports and policy updates to Division Chiefs and Core Directors.
• Oversee all pre-award activity and post award management. Provide guidance and instruction for grant applications and agency requirements to investigators.
• Review time and effort reports.
• Approve all subcontract, procurement invoices, as well as clinical trials/Clincard transactions. Review and approve all petty cash and travel reimbursements.
• Act as liaison with NIH, other academic institutions, and non-federal agencies/foundations.
• Maintain and update grant and employee information in iLab, as well as approve all service transactions.

Operational and HR Management

• Departmental representative for all hiring, promotion, termination, salary adjustments and performance management processes.
• Prepare and review all requisitions, job change requests and Faculty Appointments.
• Assist with all faculty recruitment activities.
• Provide supervision and guidance to staff regarding departmental and organizational policies and procedures.
• May be required to develop and/or revise standard operating procedures.
• Oversee all faculty and postdoctoral appointments, new hires, promotions, transfers, and terminations.
• Oversee all requests for new VISA applications and extension for exchange visitors for members of the Division.
• Advise faculty regarding employment and appointment policies, requirements, and contracts.
• Supervise administrative support staff and approve timecards in Kronos.
• Prepare and submit required reports and space surveys.

QUALIFICATIONS

Bachelor’s degree required. Master’s preferred.

Minimum 3-5 years prior related experience. Extensive knowledge of a large academic institution and the federal funding landscape.

Experience in grant and contract financial management in a research environment is strongly preferred.

In-depth knowledge of financial management principles and practices. Demonstrated competence in independent management of a large number of accounts with differing project periods. Demonstrates broad understanding of principles of financial management necessary to ensure the appropriate stewardship of university resources.

Must possess the ability to interact effectively with a large group of diverse individuals. Strong organizational abilities required.

Demonstrated ability to balance workload for a number of Principal Investigators with different kinds of grants and contracts.

Proficient in Microsoft Office and windows-based computer system required.

Additional Information

In compliance with NYC's Pay Transparency Act, the annual base salary range for this position is listed below. Albert Einstein College of Medicine considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer.

Minimum Salary Range

USD $100,000.00/Yr.

Maximum Salary Range

USD $115,000.00/Yr.