Administrative Assistant, Office of Sponsored Research

Job Description

Embry-Riddle: Celebrating 100 Years of Leadership in Aviation and Aerospace

As Embry-Riddle Aeronautical University marks its Centennial, we proudly celebrate 100 years of advancing the future of flight and aerospace education. With vibrant residential campuses in Daytona Beach, FL, and Prescott, AZ — and a Worldwide network spanning nearly 120 global locations — Embry-Riddle stands as the world’s largest aviation and aerospace university.

For a century, we have led innovation in STEM education, serving more than 30,000 students around the globe. Our cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space empower the next generation of leaders to shape the future of flight, exploration, and discovery.

As we launch our next century, we remain committed to excellence, innovation, and preparing graduates who will transform industries and redefine what is possible.

The Opportunity

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.

Key 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.

Compensation

The hourly salary range for this position is up to $21.00. The final offer will consider the candidate’s skills, qualifications, and experience, along with applicable state regulations, internal equity, and business needs, and may fall outside of the stated range.

Qualifications

Required Education: Associate’s degree or completion of a program of 18+ months after high school

Area of Concentration: Business or related field

Required Skills, Knowledge, Abilities: 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.

Required Minimum Number of Years of Work-Related Experience: 3–5 years

Type of Work-Related Experience: Administrative