Divisional Administrator

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

Job summary

Albert Einstein College of Medicine in New York seeks an experienced administrator to oversee four Divisions within the Department of Medicine, focusing on budgeting, grant management, HR, and daily operations. You will forecast budgets, manage post-award financials, liaise with NIH and other funders, and provide financial analysis to Division Chiefs.

Strong organizational and communication skills are essential for coordinating complex programs and ensuring responsible stewardship of university

Qualifications

• Bachelor's degree required; Master's preferred.
• 3–5 years of 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.
• Demonstrated ability to interact with a diverse group and manage multiple accounts.

Responsibilities

• Oversee grant application process with budgets, staffing, biosketches, and publications.
• Forecast and manage accounts; post-award financial management of grants/contracts; track expenditures.
• Manage contracts per NIH guidelines and review time/effort reports.
• Provide financial analyses and forecasts to support program budgets and decision making.
• Develop annual operating budgets for Centers and Divisions; oversee all funds.
• Coordinate HR processes including hiring, promotions, terminations, and visa matters.
• Supervise staff and approve timecards in Kronos; prepare required reports.
• Liaise with NIH, other institutions, and sponsors; maintain grant/employee data in iLab.

Skills

Financial analysis

Budgeting

Grant management

Staff coordination

Education

Bachelor's degree

Master's degree preferred

Tools

Microsoft Office

Kronos

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.