Divisional Administrator

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

Job summary

Albert Einstein College of Medicine seeks an experienced administrator to oversee grant budgeting, forecasting, and post‑award financial management for multiple divisions. You will ensure NIH/compliance, prepare financial reports, and advise investigators on program budgets.

You’ll lead pre‑award activity, supervise staff, and develop operating budgets, coordinating with divisions, HR, and central offices to optimize resource use and fund compliance.

Qualifications

• Bachelor’s degree required; Master’s preferred.
• 3–5 years prior related experience in 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; independent management of multiple accounts across varying project periods.
• Proficient in Microsoft Office and Windows-based systems.

Responsibilities

• Oversee the grant application process with budget estimates, staffing information, biosketches, publications, etc.
• Forecast and manage accounts; provide post-award financial management of grants and contracts, including tracking expenditures.
• Manage contracts with NIH guidelines compliance.
• Prepare financial reports for grant and contract expenditures; develop forecasts and scenarios.
• Develop and implement annual operating budgets for divisions and centers.
• Provide administrative and financial oversight on sponsored and non-sponsored funds, contracts, endowments, and donations.
• Advise faculty on budgets and financial management.
• Review time and effort reports.
• Act as liaison with NIH and other institutions.

Skills

Budget forecasting

Grant management

Financial reporting

Staff management

Education

Bachelor's degree

Master's degree

Tools

Kronos

iLab

Job description

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.

Salary Verbiage

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.

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.