Job Details

Requisition: 202600076S

Title: Administrative Coordinator I - Research Administration

FLSA status: Non-Exempt

Hiring Salary: This position is a pay grade 08. Please see Pay Grade Table at: https://pa-hrsuite-production.s3.amazonaws.com/116/docs/550174.pdf.

Occupational Category: Technical/Para-Professional

Department: Associate Controller - Financial Reporting

Division: Division of Finance and Operations

Open Date: 03/24/2026

Open Until Filled: Yes

Educational and Experience Requirement

Bachelor’s degree in related field. Two years relevant administrative assistant experience or experience in a related field. Experience in Higher Education is desirable. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position

Performs administrative duties to support the operations of the Office of Research Administration (ORA). Serves as the first point of contact for ORA for the internal and external communications.

Primary Responsibilities

Performs administrative support duties. Manages the ORA departmental inbox and main phone line. Serves as the first point of contact for Principal Investigators (PIs) and department administrators in answering general inquiries. Coordinates and schedules Kick-Off Meetings (KOM) and prepares necessary documentation for meetings to ensure a seamless transition from awarded to active status. Maintains and updates the full-time equivalency (FTE) tracker, used to assist with ensuring that electronic personnel action forms (ePAFs) are submitting in a timely fashion by departments, through regular communication with departments and review of award documentation. Monitors the financial reporting tracker and sending timely reminders and updates of deadlines. Monitors upcoming grant end dates to update Cayuse & Banner statuses as well as proactively alerting PIs and departments regarding the end dates and submission of ePAFs to ensure personnel are transitioned off grant appropriately. Manages departmental purchasing and deposits. Assists ORA staff with the gathering, filing, and organization of grant related documentation. Performs other duties as assigned.

Other Specifications

Must possess excellent interpersonal skills and a service-oriented mindset. The ability to communicate effectively and efficiently through email and verbally. Proficiency in Microsoft Office (specifically Excel) and other tracking tools. Ability to learn university-specific systems (Banner, Cognos, Cayuse). Strong organization skills and ability to prioritize multiple tasks in a fast-paced environment with strict deadlines.