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Administrative Assistant, Grade 14

January 14, 2013 - January 22, 2013
Location:New York City, NY
Salary Range:$39,586.00 - $40,000.00 ($19,793.00 - $20,000.00 at 50%)
Benefits:Full Benefits According to Percentage of Full-Time
Employment Type:Part Time
Division/Department:PI- Molecular Imaging and Neuropathology
Description:The Administrative Assistant will perform general administrative work as well as assist with grants submissions, human resources (postings, visas), and payroll. This position is half time and will report to the Divisional Administrator.

 Preparing budgets and budget justifications for grant (federal, state, and private foundation) submissions; good math and editing skills needed.

 Managing receipt of all grant application components (e.g., biosketches, letters of support, subcontracts, science documents).

 Compiling and formatting applications to meet details of sponsor specifications.

 Maintaining organized electronic files of grant application components

 Effectively communicates with PIs, co-investigators, consultants, grants offices, etc. to ensure review of all components in a timely manner for meeting submission deadlines.

Post Award

 Assisting PIs in preparation and efficient submission of progress reports, “just-in-time” requests, and no cost extensions including budget preparation, collection of “other support” documents, biosketches, etc.

Human Resources/Payroll

 Assisting investigators in preparing postings for new and replacement job positions and subsequent paperwork for hiring/termination.

 Working with prospective visiting professors, fellows, and staff associates as well as Faculty/Immigration Affairs Offices to process needed paperwork for visas.

General Duties:

 Answering the office phones

 Maintaining office files (timesheets, FCOI, etc.)

 Assisting with preparation of report.

 Organizing meetings and conference calls.

 Maintaining calendar of the PI

 Other duties, as needed (e.g., payroll).

 Bachelor’s degree in business or healthcare administration.


 Minimum 2 years related experience in administrative role in a healthcare/research environment.

 Proficiency in Microsoft Office, especially Word and Excel required.

 Detail oriented with strong interpersonal, organizational, and writing skills.

 Ability to meet deadlines and handle multiple projects simultaneously.

 Ability to anticipate, problem solve, and implement systems that contribute to an efficient working environment.

The Research Foundation is a private not-for-profit corporation and is not an agency or instrumentality of the State of New York. Employees of the Research Foundation are not state employees, do not participate in any state retirement system and do not receive state fringe benefits. Excellent benefits package, AA/EEO Employer.

Applications will only be accepted through website at: then click on Employment Opportunities. Applications will be accepted only during the posting dates as listed at the top of the job announcement.

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