Grants and Finance Administrative Assistant II/III

Fiscal Management & Grant Accounting

• Perform monthly account reconciliations and expenditure forecasting to support PI decision-making.
• Manage personnel effort reporting and labor distributions across multiple grant projects.
• Aid in the preparation of comprehensive grant budgets for federal (NIH, DoD) and non-federal grant proposals.
• Maintain compliance with OMB Uniform Guidance and specific award terms by monitoring grant account expenditures (including subawards).
• Analyze unobligated balances and prepare internal financial summaries to support PI decision-making and federal carryover requests.
• Manage purchasing and inventory for office and common lab supplies.

Research & Grant Administration

• Lead the administrative submission process for federal (NIH, DoD) and non-federal grant proposals, including budget development and ASSIST management, ensuring strict adherence to OMRF policies, state/federal regulations, and agency-specific requirements.
• Aid in the review and submission of grant reports to the sponsor during the life of the grant award, ensuring data integrity and meticulous attention to detail in high-stakes federal reporting.
• Draft and edit professional correspondence and critical regulatory documents, including IRB or IACUC applications.
• Proactively monitor and notify PIs of deadlines for grant renewals, grant reports, abstract submissions, memberships, and professional meetings.
• Edit scientific documents for grammar and flow while ensuring compliance with technical grant submission guidelines.
• Format grant documents to be visually appealing, following funding agencies formatting guidelines.
• Format manuscripts as per journal's author guidelines.
• Maintain accurate and up-to-date CVs, biosketches, other support documents, and publication collections in accordance with NIH Public Access requirements.

Administrative & Executive Coordination

• Provide high-level administrative support to multiple PIs by proactively managing grant and publication submissions, monitoring critical deadlines, facilitating ethical approvals, and overseeing complex financial and calendar logistics.
• Cook up travel arrangements and process subsequent expense reimbursements.
• Organize guest speaker visits, seminars, and symposia, including room setup and visitor itineraries.
• Handle essential daily tasks such as answering phones, mail distribution, and maintaining both digital and physical filing systems.
• Proactively identify and support PI and/or departmental needs by leading or assisting with various projects as they arise.

Clinical Administrative Support

• Assist physician investigators with medical licensure, credentialing, board certification, hospital and clinical privileges, maintaining due dates and ensuring compliance with associated OMRF, state and federal regulations.
• Maintain a record of CME and MOC points for credentials.