Grants Administrator

POSITION RESPONSIBILITIES

Sponsored Research and Grant Administration

- Coordinate the preparation, review, routing, and timely submission of research grants and fellowship applications to the National Institutes of Health (NIH), other federal and state agencies, public and private organizations, and foundations.

- Prepare, compile, and ensure the accuracy and completeness of administrative and non-scientific proposal and award documentation, including institutional forms, budgets and related materials, certifications, supporting documentation, and required attachments; coordinate review, approval, signature, and submission by Authorized Organizational Representatives (AORs) through Cayuse or other institutional systems.

- Interpret sponsor and institutional guidelines, communicate requirements and deadlines, and coordinate electronic or manual submissions through internal systems and sponsor portals.

- Monitor and administer subawards from inception through final payment, including collecting and reviewing required documentation for new proposals, competitive renewals, and continuation applications, and coordinating with internal and external partners to resolve missing or inconsistent information.

- Maintain current faculty and investigator support files, including biosketches, publications, Other Support documentation, IACUC and IRB approvals, usernames, and grant-submission records.

- Assist principal investigators and research support staff with obtaining and maintaining eRA Commons usernames and other sponsor-system access, as appropriate.

- Coordinate post-submission and award actions, including Just-in-Time (JIT) requests, progress reports, budget revisions, scope changes, no-cost extensions, and subaward initiation.

- Maintain organized, audit-ready proposal and award records; track deadlines, approvals, outstanding items, and sponsor or institutional follow-up through completion.

- Stay current on sponsor policies, federal regulations, and institutional procedures by monitoring sources such as the Blue Sheet, NIH Guide, Federal Register, Grants Weekly, Chronicle of Higher Education, and relevant institutional communications.

Financial and Award Management

- Support departmental financial and administrative operations by coordinating with the Department Administrator, faculty, and Research Finance to facilitate accurate and timely financial information and responsive administrative support.

- Upon receipt of an award notice, finalize the approved budget with the PI and coordinate with Research Finance to establish the award accurately and promptly.

- Monitor awarded funds and account activity to confirm that funds are available and expenses are allowable, appropriately allocated, and consistent with sponsor terms and institutional policy.

- Prepare cost transfers and support account reconciliations, award closeouts, and resolution of financial discrepancies.

- Review and approve purchase orders, travel reimbursements, ClinCard payments, requisitions, and related transactions within delegated authority.

- Coordinate the procurement of supplies, equipment, and services through the purchase-order system; identify and resolve issues that could delay delivery or payment.

- Monitor adherence to policies and procedures for purchase orders, travel requests, payment requisitions, equipment, maintenance agreements, contracts, and subscriptions, providing guidance as needed.

- Collaborate with Accounts Payable, Procurement, and other ancillary areas to confirm receipt of goods and services, facilitate prompt payment, and resolve transaction issues.

- Facilitate review and approval of subcontractor invoices, as needed, and create LOAs for payments to MMC in accordance with institutional procedures.

- Identify financial risks, variances, or compliance concerns and escalate complex or high-risk matters to the Division Administrator or appropriate central office.

Human Resources Administration

- Assist with personnel actions for faculty, administrative staff, and research staff, including recruitment and hiring, appointments, promotions, salary adjustments, funding or effort changes, and separations.

- Prepare and route for approval transactions in iCIMS, ePAFs, LRDS, and other applicable systems; track approvals and follow up to support accurate, timely completion.

- Assist with the coordination of new visa applications and extension requests for exchange visitors in partnership with the appropriate institutional offices.

- Maintain confidential human resources records and update them at least monthly to reflect changes in effort, funding sources, appointment details, or employment status.

- Support onboarding and offboarding activities, communicate administrative requirements, and help ensure that access, documentation, and required actions are completed.

- Safeguard confidential employee and applicant information and use sound judgment when handling sensitive personnel matters.

Office Operations and Administrative Support

- Support the ID Division Administrator in providing day-to-day guidance to staff on departmental and institutional policies, procedures, priorities, and administrative workflows.

- Coordinate appointments, meetings, events, and clinical, research, and administrative calendars; anticipate conflicts and communicate changes promptly.

- Serve as the Division Administrator's designated proxy in Banner systems within assigned authority and institutional requirements.

- Maintain accurate, current, and accessible shared electronic files, records, databases, and procedural documentation in accordance with retention and confidentiality requirements.

- Serve as a point of contact for administrative inquiries, route requests to the appropriate resource, and communicate decisions and rationale clearly and respectfully.

- Document recurring processes, recommend practical workflow improvements, and help implement changes that improve service, accuracy, compliance, or efficiency.

- Contribute to a respectful, inclusive, and service-oriented work environment and collaborate effectively with colleagues and stakeholders from varied backgrounds and perspectives.

- Complete special projects and related responsibilities consistent with the needs of the division.

QUALIFICATIONS

Education:

- Bachelor's Degree in business, finance or other related field is required

Skills and Competencies:

- 3 years of experience working with grant budgets, grant expenses and knowledge of grant accounting.

- Pre-award and post-award budgeting experience, including strong grant accounting and bookkeeping experience.

- Superior computer skills are essential, including proficiency in Microsoft Office.

- Strong oral and written communications; ability to work with staff and faculty at all levels.

Preferred Qualifications

- Direct experience with NIH or other federal sponsors and familiarity with proposal, award, and reporting requirements.

- Experience using Cayuse, eRA Commons, Banner, iCIMS, ePAFs, LRDS, or comparable research, finance, and human resources systems.

- Experience supporting principal investigators or faculty in an academic medical center, university, research institute, or similarly complex organization.

Familiarity with subawards, research-compliance documentation, procurement, travel and reimbursement

## 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 $78,000.00/Yr.

## Maximum Salary Range
USD $85,000.00/Yr.

ABOUT US

Reporting to the Department Administrator, the Grant Administrator coordinates the administrative operations that support the department’s research, financial, human resources, and office functions. The role manages the administrative components of sponsored-project proposals and awards from pre-award planning through post-award administration and closeout; supports responsible financial stewardship; processes personnel and visa actions; and helps maintain efficient, compliant office operations. The Grant Administrator serves as a responsive resource to faculty, principal investigators, research staff, and central administrative offices, exercising accuracy, discretion, service-oriented communication, strong follow-through, and a high degree of independence.