Careers Job Description
General Description
John Jay College of Criminal Justice is seeking an experienced and detail-oriented individual for the full-time position of Grants and Research Administrative Assistant in the Office for the Advancement of Research (OAR). This individual must be a self-starter and extremely organized. The Administrative Assistant must be able to multi-task, support various office staff and manage competing demands. This individual will coordinate a broad range of day-to-day projects and administrative services.
The Office for the Advancement of Research oversees all research operations at John Jay College of Criminal Justice, a senior liberal arts college within the City University of New York. The College has developed strong and multifaceted expertise in sponsored research in many areas related to its core mission, including: crime control, eyewitness testimony, forensic science, police training, prisoner reentry, the psychology of violent behavior, public health and justice, science education, and many other fields. In addition, as a liberal arts college, we have faculty involved in diverse areas of scholarship. The goal of this position is to support the Office for the Advancement of Research in its efforts to stimulate faculty and staff to explore research projects, develop collaborations, and pursue and administer external funding and research.
The Office for the Advancement of Research is looking to fill this position quickly, so interested applicants should apply as soon as possible in order to be considered.
Other Duties
The Grants and Research Administrative Assistant will perform the following duties:
Pre-Award Support including
- Design, editing and distribution of monthly newsletter
- Support funding opportunities searches and/or identification, formatting and distribution of funding opportunities
Post-Award Administration of Grants and Contracts including
- Maintain close working relationships with Research Foundation personnel and follow-up as necessary to ensure timely processing of reimbursement requests and ensure compliance with evolving requirements
- Assist Principal Investigators and Administrators with the submission of MOUs, ICAs, and subawards via the Research Foundation’s Contract Manager system
- Train Principal Investigators and Administrators on the Research Foundation’s online e-services including electronic Personnel Action Forms (ePAFs), Personnel Vacancy Notices (PVNs), electronic Payment Request and Purchasing card reconciliation
- Reviews new hire and rehire packets, verifies I-9 employment eligibility and ensures compliance with standardized Research Foundation procedures and Federal regulations (supports Grants Administrative Manager in these tasks)
- Assists PIs with PVNs and ePAFs, sends out timesheet reminders, etc.
- Other Sponsored Projects’ Support may include work on specific sponsored projects, including getting projects set-up in terms of hiring, ICAs, payment requests, etc.; training project personnel on post-award tasks, etc.
Management of College Travel budget and reimbursements, including
- Train and support faculty in all aspects of the travel reimbursement process
- Work with department chairs to support internal management of department travel budgets
- Track the overall travel budget, departmental spending, and departmental distribution policies
- Process and submit travel reimbursement documents to the Research Foundation of CUNY for timely payment
General Office Duties including
- Manage Grants email, phones/voicemail and other administrative tasks (e.g. maintaining files, photocopying, scanning, faxes, and special projects)
- Use Constant Contact for grants and research outreach
- Website updates
Qualifications
- Successful completion of at least one (1) year of college (or 30 college credits in a matriculated course of study) and one (1) year of work experience in in grants administration or a related field; OR two (2) years of work experience in grants administration or a related field.
- Familiarity with Research Foundation of CUNY systems, desired.
- Proficient in MS Office (Word, Excel, Access, Publisher, Outlook, etc.) and other software programs and web-based systems for supporting office operations.
- Ability to work well independently as well as part of a team, and to take direction from multiple senior staff.
- Ability to interact professionally with various clientele (e.g. faculty, staff, students, etc.
- Ability to handle multiple task and meet deadlines, as well as ability to be flexible in taking on assignments as needed
- Ability to follow-up as needed and take responsibility for completing assignments and satisfying customers/clients.
- Excellent writing skills required. Ability to proofread documents for formatting and other errors.
- Ability to design and update office website.
- Familiarity with social media account management, desired.
- Demonstration of the specific competencies required at the time of hire.
RFCUNY Benefits
RFCUNY Employee Benefits and AccrualsAbout the Research Foundation
The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges.
RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.
Equal Employment Opportunity Statement
Key Features
Office for the Advancement of Research
Full Time
$20.00-$23.50
Oct 06, 2021 (Or Until Filled)