"Administrative Assistant 1"

Position Summary

This position is a full-time position working 37.5 hours per week and will work to support SUNY Cortland Research and Sponsored Programs Office functions. This individual will support both the Director and Associate Director of Grant Management in post-award processing, correspondence, and administration. Additionally, this individual provides programmatic support to the Institutional Review Board, the College Research Committee, and the Undergraduate Research Council. The schedule for this position will be Monday-Friday 8:00 a.m.-4:30 p.m.

Major Responsibilities

Purchasing and Accounts Payable Clerk

• Process and reconcile internal accounts.
• Process and reconcile Research and Sponsored Programs Office (RSPO) credit card purchasing account.
• Assist faculty researchers with purchase requests and ordering of project materials.
• Prepare, monitor, and process RF travel reimbursements and advance requests, all other than personal services (OTPS) purchase requisitions, and vendor payments to ensure purchases are allowable, allocable, and reasonable.
• Maintain vendor list and process payments to vendors.
• Manage accounting and internal purchases for Faculty Research Program, Dean's travel, and membership accounts.
• Prepare grant award finalization paperwork.
• Manage Report Center and Oracle access for faculty.
• Coordinate and notify property control for eligible equipment purchases.
• Assist with Property Control Service reconciliation/audit.

Administrative Support

• Provide reception service including answering phones, taking messages, scheduling meetings, referring callers to appropriate sources, and making follow up calls as well as greeting walk-in clientele for the Director of Research and Sponsored Programs, the Associate Director for Grant Management, and the Grants Development Specialist.
• Monitor email accounts and respond as necessary for the Research and Sponsored Programs Office, Institutional Review Board, and Undergraduate Research Council, including forwarding messages to appropriate person for a response.
• Schedule meetings for the Institutional Review Board, and Undergraduate Research Council, and College Research Committee and attend meetings to take meeting minutes.
• Maintain the websites for the Research and Sponsored Programs Office, Institutional Review Board, and Undergraduate Research Council
• Processes Student Progress and Undergraduate Research (SPUR) and Travel grants for the Undergraduate Research Council.
• Maintain Institutional Review Board (IRB) records and notify researchers of protocols about to expire.
• Manage IRB application submissions and assign protocols to board members for review.
• Maintain faculty files for CITI certifications and Conflict of Interest certifications to ensure compliance and follow up with faculty when certifications are nearing expiration.
• Prepare and send IRB approval letters and revision requests to researchers.
• Manage the application process for the Faculty Research Program and the Di Nardo Award.
• Manage the application process for the Summer Research Fellowship Program in coordination with the Undergraduate Research Council.
• Assist with preparation for the Excellence in Research, Scholarship, and Outreach Awards ceremony each year.
• Maintain general office files and inventory for the Research and Sponsored Programs Office
• Processes catering requests and room reservations for the Research and Sponsored Programs Office, Institutional Review Board, and Undergraduate Research Council, and College Research Committee events.

Functional and Supervisory Relationships

• Reports to: Director of Research and Sponsored Programs/Deputy Operations Manager
• Works closely with: Associate Director of Grant Development, Grants Development Specialist, Research Foundation for SUNY (RF) Central Office Staff, Institutional Review Board Chair, College Research Committee Chair, Undergraduate Research Council Chair, SUNY Cortland Faculty

Required Qualifications

Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment. [Details on qualifications omitted for brevity, as per instructions to focus on main content.]

Preferred Qualifications

• Experience with Accounts Payable and Accounts Receivable
• Experience with Oracle
• Experience with managing multiple competing priorities

Knowledge, Skills & Abilities

• Ability to take initiative in implementing processes.
• Effective communication skills including oral, written, and proofreading skills.
• Demonstrated ability to work independently.
• Demonstrated ability to prioritize and execute multiple projects simultaneously and to meet goals and deadlines.
• Demonstrated ability to work collaboratively with people at all levels across the organization.

EEO Statement

The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.