Administrative Assistant, Office of Sponsored Research

Embry-Riddle Aeronautical University • Daytona Beach, FL

1d • Onsite

About The Position

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.

Requirements

• Associate’s degree or completion of a program of 18+ months after high school
• Business or related field
• Demonstrated experience making independent decisions, researching, analyzing, and problem solving.
• Experience working effectively under pressure with deadlines, frequent interruptions, and changing and competing priorities.
• Ability to develop new systems or procedures to resolve problems and facilitate workflow.
• Excellent interpersonal skills with proven ability to work independently and as part of a team.
• Knowledge of information systems and technical proficiency with Workday and Microsoft Office applications, including Excel, PowerPoint, Word, Outlook/email, and internet-based applications.
• 3–5 years of work-related experience
• Administrative experience

Nice To Haves

• Experience in an office or administrative environment supporting operational and/or business functions is preferred.

Responsibilities

• Perform proposal processing, award documentation, and award data entry in Workday for internal research grants.
• Prepare and submit internal grant budgets, monitor and approve expenses, and oversee PI supplemental pay related to internal grants.
• Maintain complete and accurate files of grant activity.
• Input detailed electronic data into the university system.
• Perform administrative functions for the departmental unit, including responsibility for departmental communications by responding to inquiries and general correspondence not requiring management attention.
• Provide excellent customer service in person, by telephone, and via email; screen, prioritize, and distribute mail.
• Distribute departmental announcements and newsletters to faculty and staff.
• Maintain the department site on the internal web page.
• Process IT requests for new hires and terminations and coordinate onboarding with HR, IT, and Safety.
• Create, edit, and update documents, forms, charts, and tables.
• Extract and compile data for reports; copy and distribute information.
• Initiate follow-up to ensure projects and tasks are completed and deadlines are met.
• Manage departmental calendar, schedule, and coordinate meetings and conferences, including agenda preparation, assembling materials, and preparing and distributing meeting minutes.
• Review documents for completeness and accuracy and distribute as required.
• Maintain a variety of departmental files and records.
• Process department purchase requisitions and supplier invoices, maintain office supplies, and complete procurement card verification.
• Oversee office equipment maintenance and coordinate building maintenance needs.
• Assist in creating an appropriate research environment and infrastructure.
• Maintain accurate records of the Office of Sponsored Research Administration budget and reconcile budget expenses.
• Coordinate additional activities, special reports, projects, and other related duties as assigned.

Benefits

• Comprehensive medical, dental, and vision coverage
• Wellness programs that include preventive care and fitness memberships
• Flexible spending and health savings accounts
• 100% tuition coverage for yourself for one undergraduate and one graduate degree
• Discounted tuition rates for your spouse and dependent children up to age 26
• ERAU contributes an annual 6% gift of your base salary to your retirement plan
• ERAU offers a 4% matching contribution to your retirement plan
• 18 days of personal leave in your first year
• 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year’s Day

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees