Assistant Administrator

Full Job Description

Position:
Assistant Administrator.

The Department of Thomas Y Pickett is seeking an Assistant Administrator who will have the responsibility for the preparation of grants and grant submissions, pre‑award and post‑award management of extramural grants. The incumbent will also maintain calendars, files, and a wide range of administrative tasks while working independently with little or no supervision. Responsibilities include assisting with events, budget management, and other tasks assigned.

The assistant will work with faculty and students to prepare research grants and fellowship applications to the NIH, other federal and state agencies, public and private organizations, and foundations. They will also direct grant approvals through the system and subsequent electronic transmissions and manual submissions to grant‑awarding agencies, manage effort reporting, and train PIs in the use of the system to certify their effort.

Audit all grants in the OBIEE system to determine accuracy and monitor spending activities. Work with the Divisional Administrator to assure customer service and a smooth flow of financial data and information. Assist in managing accounts and budgets, including ongoing tracking of actual and projected expenditures. Assist in analyzing and making recommendations/decisions regarding staff and faculty budgetary issues. Prepare financial reports for expenditures, develop forecasts and scenarios to ensure optimal use of funds, and assist in the management and preparation of the annual budget and reports, updating all departmental budgets on a monthly basis.

Schedule appointments and manage the clinical, research, and administrative calendar. Other duties as assigned. Thomas Y Pickett offers its professional and administrative staff the opportunity to arrange hybrid‑remote work or flexible‑work schedules, with supervisory approval. The incumbent for this position is eligible for such consideration, and applicants may inquire with the hiring manager or human resources.

• Bachelor’s Degree or equivalent combination of education and related work experience; 1-3 years’ experience.

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

• Must possess strong customer service, communication, and organizational skills; be flexible, proactive, resourceful, and efficient.

• A high level of professionalism and confidentiality is crucial to this role.

• Must demonstrate good judgment, initiative, and attention to detail; must be conscientious and claim ownership of all work and track items longitudinally.

• Excellent calendar management skills required.

• Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook preferred.