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About the Role
The Grant Administrator coordinates administrative operations supporting research, financial, human resources, and office functions. This role manages administrative components of sponsored-project proposals and awards, supports financial stewardship, processes personnel actions, and maintains efficient office operations. The Grant Administrator acts as a responsive resource to faculty, principal investigators, and research staff, requiring accuracy, discretion, and independence.
Responsibilities
- Coordinate the preparation, review, routing, and timely submission of research grants and fellowship applications.
- Prepare, compile, and ensure the accuracy and completeness of administrative and non-scientific proposal and award documentation.
- Interpret sponsor and institutional guidelines, communicate requirements and deadlines, and coordinate electronic or manual submissions.
- Monitor and administer subawards from inception through final payment.
- Maintain current faculty and investigator support files.
- Assist principal investigators and research staff with obtaining and maintaining sponsor-system access.
- Coordinate post-submission and award actions, including Just-in-Time (JIT) requests, progress reports, and budget revisions.
- Maintain organized, audit-ready proposal and award records.
- Stay current on sponsor policies, federal regulations, and institutional procedures.
- Support departmental financial and administrative operations by coordinating with the Department Administrator, faculty, and Research Finance.
- 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.
- 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.
- Coordinate the procurement of supplies, equipment, and services.
- Monitor adherence to policies and procedures for purchase orders, travel requests, payment requisitions, equipment, maintenance agreements, contracts, and subscriptions.
- Collaborate with Accounts Payable, Procurement, and other ancillary areas to confirm receipt of goods and services and facilitate prompt payment.
- Facilitate review and approval of subcontractor invoices and create LOAs for payments.
- Identify financial risks, variances, or compliance concerns and escalate complex or high-risk matters.
- Assist with personnel actions for faculty, administrative staff, and research staff.
- Prepare and route for approval transactions in iCIMS, ePAFs, LRDS, and other applicable systems.
- Assist with the coordination of new visa applications and extension requests.
- Maintain confidential human resources records and update them at least monthly.
- 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.
- 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.
- 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.
- 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.
Requirements
- 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.
- 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.
Skills
- Grant budgets
- Grant expenses
- Grant accounting
- Pre-award budgeting
- Post-award budgeting
- Grant bookkeeping
- Microsoft Office proficiency
- Oral communication
- Written communication
- NIH
- Federal sponsors
- Proposal requirements
- Award requirements
- Reporting requirements
- Cayuse
- eRA Commons
- Banner
- iCIMS
- ePAFs
- LRDS
- Subawards
- Research-compliance documentation
- Procurement
- Travel
- Reimbursement
Location
- NYC
Work Type
- Full-time
Experience Level
- 3 years of experience
Education Level
- Bachelor's Degree in business, finance or other related field
Salary/Compensations
- USD $78,000.00/Yr. - USD $85,000.00/Yr.
About the Company
- Albert Einstein College of Medicine
Equal Opportunity
- 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.