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Job ID: 123590

Grants and Contracts Assistant
Embry-Riddle Aeronautical University

Date Posted May 20, 2019
Title Grants and Contracts Assistant
University Embry-Riddle Aeronautical University
Daytona Beach, FL, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Fiscal Services
    Administrative Support/Services

The Office of Sponsored Research Administration (OSRA) is currently recruiting for a Grant and Contracts Assistant. This position provides support to internal and external team members including complex clerical and secretarial responsibilities, routine administrative duties, and non-routine duties of an administrative nature requiring wide latitude for independent action. Serves as an ongoing departmental liaison between university administration, principal investigators, faculty, and staff. Assists in providing information to principal investigators regarding grant administration, including but not limited to policies, procedures, rules and regulations of the university. Responsible for monitoring and reporting on departmental budget management. Assists with recording and maintaining grant information in the university systems.

Responsibilities include the following:

Perform administrative functions for departmental unit, including but not limited to:
Responsible for all departmental communications by responding to inquiries and general correspondence not requiring the attention of management personnel. Provide excellent customer service in personal, telephone, and email dealings; screen, prioritize and distribute mail.
Create, edit and update documents, forms, charts, and tables. Extract and compile data and other information for reports; copy and distribute information. Initiate follow up to ensure that projects and other tasks are completed and deadlines are met.
Manage departmental calendar, schedule and coordinate meetings; arrange meetings and conferences, providing support to include agenda preparation, assembling background materials, and typing and distributing minutes.
Review documents for completeness and accuracy, and copy and distribute as required.
Maintain a variety of files and records.
Maintain adequate office supplies and forms.
Oversee office equipment maintenance, and attend to building maintenance issues.
Assist with the creation of an appropriate research environment and infrastructure.
Perform proposal processing, award documentation, and cost center requests for internal research grants.

Maintain grant records:
Prepare and submit cost center requests for all newly funded grant awards.
Maintain complete and accurate files of grant activity.
Input detailed electronic data into university system.
Responsible for maintaining the accurate record of the Grants Administration department budget, reconciling budget expenses.

Arrange team member travel.

Coordinate other activities, special reports, projects and other related duties as assigned. Raise potential concerns involving grant budgets, administration, compliance issues and other key issues regarding grant administration and compliance.


Required Qualifications:
Associate’s degree (In lieu of an Associate’s degree, 5+ years of experience in administrative support of grants and contracts can be substituted)
Three years of administrative support experience within grants, contracts, or financial management arena

Preferred Qualifications:
Bachelor’s degree
Experience within Higher Education, specifically in a research area
Knowledge, Skills, and Abilities:
Demonstrated experience making independent decisions, researching, analyzing, and problem solving.
Experience working effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities.
Ability to develop new systems or procedure to resolve problems and facilitate workflow.
Excellent interpersonal skills and proven experience working both independently and as an effective team member.
Strong technical skills, including advanced experience using Excel, PowerPoint, and Outlook.
Excellent oral and written communication skills.
Discretion in dealing with sensitive and confidential information.

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