Admin assistant Jobs in Providence, RI

Summary:

Reporting to the department director plans develops monitors and coordinates the departmental research administrative activities for assigned department/programs at The Miriam Hospital.

Responsibilities:

Serves as point person and facilitates smooth coordination communication and problem resolution relative to research administrative matters between department research administration faculty divisional leaders and other hospital and university departments. Will review matters relating to clinical and basic research pre- and post-award. Leads and coordinates special research-related projects such as major grant proposals investigator incentive programs departmental and divisional reports and statistics. Coordinates transfers of research funding for the purpose of proper reimbursement and allocation of physician salaries on research accounts.Assists in managing the department post-award aspect of projects which requires sensitivity to the needs of individual investigators knowledge of sponsor institutional and departmental requirements ability to interpret those requirements and competency in addressing the in-house systems (research administration accounts payable accounts receivable finance purchasing human resources and payroll). Communicates institutional and funding agenciesregulations and policies on grants and contracts. Familiarizes administrative staff regarding The Miriam Hospital institutional research policies and procedures. Responsible for coordinating and providing information to the faculty about funding opportunities requirements and deadlines. Reviews project applications in consideration of project budget application instructions sponsor rules and unique requirements and provisions for recovery of indirect costs. Recommends and negotiates changes to appropriate applications with principal investigators or department administration and/or involved individuals at the other institutions which do not compromise the institution department or investigators. Verifies all necessary approvals including regulatory committees to ensure that guidelines are met. Completed applications are forwarded to research administrator for approval prior to submission to the Office of Research Administration.Assist department Director with research administrative activities of the department including the activation of new employee/volunteer badge the coordination of workshop and Seminar Series with new residents and checks/responds to the centers website emails. Maintains the centers endnotes files the databases and the telephone directory up to date. As appropriate may assist Chair/Chief with research administrative activities of department including coordinating and overseeing human resource and payroll issues. Interacts with research administration and human resource department regarding new positions recruiting job changes salary reviews and other related policies and procedures to assist PIs.Arranges meetings and conferences for Director schedules interviews and appointments completes travel arrangements and maintains personal calendars without prior clearance. Assembles necessary background material for scheduled meetings.Coordinates research efforts in the recruitment of new faculty and staff. This may include advising new faculty on transfer procedures including relocation of equipment and financial arrangements. Is responsible for coordination of facility management staff new recruits and support departments in the establishment and construction of space for the recruitment program.Maintains confidential and comprehensive records of salary expenses and other disbursements recommending adjustments where necessary. Reviews and monitors policy and procedure adherence for purchase orders travel requests petty cash vouchers requisitions for payment including all equipment maintenance agreements contracts and subscriptions assisting where necessary.Monitors time sheets and employee change forms for hourly and salaried research-oriented personnel within department. Assures that funds are available and notifies PIs and Director when adjustments become necessary. Coordinates with the Director/ Research Manager and research administration on problem issues as appropriate.Maintains communications with review committees to learn of any new requirements and to help ensure compliance with current regulations.Prepares/provides reports and documents as requested by the Director; attends related meetings on regular basis. Perform other related duties as assigned by the Director such as special projects.Maintains strong daily association with research administration including collaboration on final reports and some accounting adjustments. This also includes resolution of problem accounts with principal investigators sponsors or administrators. Reviews and determines direct cost transfers are allocated to appropriate account and are allowable. Prepares necessary journal vouchers for submission to research administration.Ensures the accuracy of research time and effort reporting system. Works with research investigators to obtain information for submission to research administration on a monthly basis.Responsible for departmental access databases specifically with regard to maintenance of accounts and accuracy of input of data elements.Maintains current knowledge of sponsor requirements procedures and areas of interest through active communication with sponsors and professional societies. Maintains awareness of new or changed regulations.Maintains active communication with investigators administrators and agency officials and other federal state and local offices to gather and exchange information. Maintains current knowledge on policies and federal regulations by monitoring the Blue Sheet NIH Guide Federal Register Grants Weekly Chronicle of Higher Education etc.If applicable maintains communication with physician foundation business manager; provides assistance in development of department research budget.May represent department at research administration management meetings and on hospital teams.Performs other related duties as needed.

Other information:

BASIC KNOWLEDGE:Bachelors degree in business administration finance or related area or lieu at least 10 years of relevant research administration experience.EXPERIENCE:At least three to five years experience in a research/academic environment to include federal and non-federal funding grant application processes and regulations set by local federal hospital and independent agencies.Excellent verbal and written skills are essential. The ability to interact with persons from diverse backgrounds such as MDs PhDs research and administrative staff.Thorough knowledge of microcomputers peripheral equipment and networks. Thorough knowledge of software such as Microsoft Word Excel Access and Windows. Ability to learn specific research access programs.WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:Normal office environment.INDEPENDENT ACTION:Performs independently with the departments policies and practices. Refers specific complex problems to the supervisor when clarification of the departmental policies and procedures are required.SUPERVISORY RESPONSIBILITY:None.