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Location

New Brunswick, NJ | United States

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Job description

Position Summary:

Rutgers, The State University of New Jersey is seeking a Administrative Research Associate for the Cancer Institute of New Jersey. Under direction of the Director, Research Administration, provides administrative support to the assigned Research Faculty member(s). Responsible for providing high level support to the research faculty in the research, academic and/or leadership roles. Must always maintain a high level of professionalism and have the ability to interact with high level academic and business associates as well as colleagues at all levels of Rutgers University and other institutions.

Among the key duties of the position are the following:

• Responsible for confirming schedule of appointments, proactively addressing conflicts, and managing the daily calendar of the assigned Research Faculty, applying informed independent judgment to help manage time. If the assigned Research Faculty has clinical responsibilities, careful coordination of the non-clinic schedule with the clinic schedule must be maintained.
• Schedules conferences, meetings, presentations, research symposia, works-in-progress reviews, etc. Works with the Research Faculty member to prepare agendas, coordinate speakers; coordinate reservation of facilities, catering, AV, online meeting conferencing (e.g., WebEx, Zoom, Teams) and overall set up. Works with building.
• Works with the Research Faculty member to create and edit PowerPoint presentations for meetings. Performs routine editing (spelling and grammatical only) for documents such as letter of recommendation, intent, and standard correspondence.
• Handles faculty and staff onboarding as well as exiting in accordance with CINJ SOPs and respective appointment department.
• Serves as liaison between the Research Faculty member and administrative units such as Purchasing, Human Resources, IST , Payroll, Grants and Contracts, Finance, Research, IRB , clinic practice, Workforce Planning, Faculty Affairs, Administration and Planning, etc. Initiates correspondence related to these functions.
• Assists in submission of research manuscripts, publications and editorials; corresponds with authors and publishers, as appropriate; ensure compliance, when appropriate, with the NIH Public Access policy.
• Handles all travel and conference arrangements, travel advances and expenses, and prepares detailed and accurate itineraries with all contact information for hotels, transportation, etc.
• Responsible for creating purchase orders, paying office and lab invoices, generating check requests, travel reimbursements, subscriptions, honoraria, etc. Ensures that expenditures are in accordance with allocation of funds and tracks that all payouts are completed.
• Schedules office equipment repairs and maintenance and orders office supplies. Reviews, prioritizes, sorts and routes incoming mail.
• Analyzes and organizes administrative procedures and workflow; recommends improvements as necessary.
• Organizes projects and handles multiple tasks. Assists in planning and executing projects that relate to the assigned Research Faculty's laboratory, other responsibilities, and Rutgers Cancer Institute of New Jersey as a whole.
• Assists the Principal Investigator in the preparation of all protocols for grants, trials, etc., and coordinates and proactively monitors the approval process with appropriate CINJ and Rutgers offices (e.g., OHRS ). Ensures that protocols are in place for evaluation of assigned Research Faculty's lab personnel.
• Creates evaluation forms, collects results, and maintains confidential records.
• Manages requests for time off and time and attendance records for the research support staff of the Research Faculty member. Ensures that staff (and, if applicable, faculty) evaluations and mandatory trainings are completed in a timely fashion.
• Manages Visa applications and renewals for the Research Faculty member and their research staff, as needed.
• Maintains the assigned Research Faculty's CV, data for NIH Biosketch, and MyNCBI account. As needed, serves as a delegate to assigned Research Faculty for electronic systems, such as NIH eRA Commons and Rutgers Cornerstone tools.
• Responsible for maintaining current knowledge and ability to successfully use the Rutgers Research Administration and Proposal Submission System ( RAPSS ). Supports the research faculty by working with the assigned CINJ Financial Analyst to coordinate the development and preparation of grant budgets.
• Composes correspondence and prepares responses for the Research Faculty member. Performs routine editing assignments, including grant applications. Works with assigned grant coordinator in DGSS to assist with peer reviewed grant application process or to independently process non peer-reviewed grant applications.
• Works with ( CINJ Division of Grant Support Services and/or Rutgers Office of Corporate Contracts) the respective departments on all grant subcontracts, non-disclosure agreements, material transfer agreements, clinical trial agreements, etc. Responsible for coordinating and submitting grant progress reports to grant sponsor. Must use RAPSS and eRA Commons to enter and route the progress reports.
• Working with the assigned CINJ Financial Analyst, manages the revenue and expenditures for all grants, contracts and laboratory operational expenses. Reviews financial summaries, including research program or research laboratory combined restricted and unrestricted operating budgets, responsible for monitoring, tracking, and analyzing all financial expenditures, in collaboration with the Financial Analyst and Grants and Contracts Department.
• Works with the Principal Investigator to compose No Cost Extension letters to grantors for Federal, State and not-for profit organizations.
• Understands and adheres to Rutgers' compliance standards as they appear in RBHS's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy. Understands, demonstrates, and models the Rutgers Cancer Institute of New Jersey core values.
• Keeps abreast of all pertinent federal, state and Rutgers's compliance standards as they appear in RBHS's Corporate Compliance Policy, Code of Conduct and Interest policy.
• Acts as a role model for corporate integrity, customer service and improved quality.
• Performs other related duties as assigned.

Minimum Education and Experience:

• Bachelors' Degree plus three (3) years of related experience in a business office, government agency or university setting required.
• Equivalent education, experience and/or training may be substituted for the degree requirement.

City: New Brunswick

State: NJ

Physical Demands and Work Environment:

• Standing, sitting, walking, talking and hearing. 
• No special vision requirements. 
• Lifting up to 25 lbs.
• Office environment.
• Moderate noise. 

Posting Number: 24ST0174

About Rutgers University

Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.

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