This position provides administrative support to all faculty and staff of Mercyhurst University in searching for, creating, submitting, managing, and closing-out of various grant and external funding opportunities, with a focus on Federal grants. This person acts as the Administrator of Record (AOR) on these projects and works with the Mercyhurst University Finance Office, Mercyhurst University Human Resources, the principal investigator(s), the funding agency, and occasionally other outside entities to ensure compliance with funding requirements. This also position requires the performance of a variety of administrative support duties utilizing a broad range of skills. These specifically include the maintenance of a confidential environment, assistance to visitors, resolution of administrative issues and inquiries, faculty support, general clerical and receptionist duties, project-based tasks, website maintenance and other similar tasks as required. The Coordinator is housed within the Mercyhurst Archaeological Institute and is also responsible for administrative assistant duties therein.
1. Provide various services to the University's Institutes and academic programs in grant/contract related work from pre-award through the final close-out of an awarded project. Institutes include, but are not limited to, the following: Mercyhurst Archaeological Institute (MAI), Institute of Intelligence Studies (IIS), Public Safety Institute (PSI), CIVIC Institute, Education Institute, and Public Health Institute (PHI).
2. Maintain a central repository, or library, of past successful and unsuccessful proposals for reference and accountability purposes.
3. Maintain a working knowledge of most active external funding sources and protocols.
4. Supervises, trains, and evaluates assigned clerical support personnel (typically graduate assistants and undergraduate work studies) where applicable.
5. Maintain and submit all necessary reports (e.g. time-sheets, balance sheets) to internal departments and Institutes (e.g. Human Resources, Finance Office, PSI, Civic) as well as to outside agencies in a timely manner and on demand.
6. Maintain and update the MAI and the Office of Sponsored Research web presence.
7. Ensure accuracy and timeliness of reports required by funding agency.
8. Attend (physically or remotely) all necessary training and education seminars and programs required by funding agencies.
9. Endeavor to financially grow the Office of Sponsored Research.
10. Assists supervisor in both routine and special departmental projects, i.e., statistical and financial analysis, research, data compilation, report preparation, domestic and international travel arrangements.
11. Coordinates and maintains institute filing system (paper and digital) to include supervisor's files, institute personnel files, and all department records, forms, reports, student data, etc.
12. Oversees the maintenance of accounting records for department i.e., billing, expenditures, revenues, inventory, and payroll. Prepare and process all purchase orders, check requests, invoices, reimbursement, credit cards, and other financial records for the institute.
13. Maintains confidentiality of information exposed to in the course of business regarding students, supervisors, other employees as well as grants and outside agencies.
14. Other duties as assigned.
Education and Experience
A Master's degree and experience in administrative support functions is preferred, but not required.
Knowledge, Skills and Abilities
1. Able to communicate effectively in both oral and written formats.
2. Able to make administrative and procedural decisions and exhibit problem solving skills.
3. Takes direction well and is able to work with superiors, equals, and subordinates.
4. Demonstrate proficiency in an office productivity suite (e.g. Microsoft Office, LibreOffice), graphics and publishing software (e.g. Adobe Acrobat, Adobe Photoshop), database management (e.g. SQL variants, Access) and ideally is knowledgeable in basic web design.
5. Possesses excellent attention to detail, organization skills and is able to prioritize tasks.
6. Able to learn new software programs quickly.
7. Must be actively self-motivated and self-directed.
8. Must be comfortable working in a diverse work environment.
This position operates in a dynamic climate controlled public office with light foot traffic. This position also requires basic mobility, manual dexterity, vision and hearing as well as the ability to lift 10-15 pounds. This position is normally operated from 8:00 a.m. to 5:00 p.m. on weekdays, occasional evening and weekend hours may be required. Due to the sensitive nature of some aspects of this job, a criminal background check is also required.
HigherEdJobs - 13 months ago
Mercyhurst College, founded in 1926 by the Sisters of Mercy, is a fully accredited, four-year, Catholic comprehensive institution, in Erie,...