Division Administrator

New York State Psychiatry Institute New York City , NY 10032

Posted 2 months ago

The Research Foundation for Mental Hygiene, Inc. is seeking a qualified individual to fill a full-time Division Administrator position. This is an exciting opportunity to join our collaborative administrative team at a world-class, integrated, research foundation. This position has responsibility across three entities, Research Foundation for Mental Hygiene (RFMH), New York State Psychiatric Institute (NYSPI) and Columbia University (CU) Psychiatry.

There is considerable interaction among the three organizations, therefore the complexity and dimensions of

this position require outstanding skills and professionalism.

Reporting to the Division Chief and the Administrative Director, the Division Administrator will provide pre- and post-award support for sponsored research projects as well as various administrative services to the Division Chief.

Duties/Responsibilities:

Grants Management

  • Work with faculty on development and submission of grant and contract applications within the division. Prepares proposed budgets and budget justifications while ensuring resource allocation is accurate and appropriate. Guides and assists faculty with application deliverables, including compiling and formatting grant and contract applications to meet sponsor specifications that are submitted in time to meet specific deadlines. Acts as liaison between faculty and the internal grants/contracts management office.

  • Pre-award, liaise with external organizations (e.g., other universities, treatment organizations) to obtain information and materials necessary to prepare subcontract agreement proposals during grant submissions. Post-award, responsible for the ongoing maintenance of established subcontract agreements, budget spending, invoicing and amendment renewals. Compiles and submits all documents required to facilitate the execution of subcontracts and service agreements to the internal grants/contracts management office.

  • Provides ongoing grants management, including submission of Just in Time pre-award materials, post-award Progress Reports, and budget management. Assists Principal Investigators in the preparation of progress and final reports per the sponsor's guidelines and deadlines.

  • Monitors and maintains sponsored and non-sponsored accounts on a ongoing basis, including identifying and resolving excess carryovers or potential deficits, initiating personnel allocations and review and review supply charges are accurate and allowable. Provides projections of future funding available in project accounts under different spending scenarios. Ensures that expenditures comply with sponsor and institutional guidelines.

  • Assists with ongoing personnel effort tracking for annual faculty reviews, and as needed for grant

submissions. Ensures compliance with effort policies and re-allocates appropriate institutional effort as

necessary across all institutions. Maintains other support pages for active research faculty.

Finance and Administration

  • Under the supervision of the Division Chief and Administrative Director, assist in budgeting and financial analysis of divisional faculty and staff on a recurring basis. Ensure payroll distributions are reflective of effort expended by division members on various projects.

  • Assist Division Chief and Administrative Director analyze division financial portfolio of all sponsored and non-sponsored projects on a recurring basis.

  • Assists faculty with procurement of goods and services related to sponsored projects. Prepare/enter financial transactions, including preparation of purchase orders, receipt and processing of invoices, travel and business expenses, consultant payments, petty cash, etc. Adheres to purchasing policies and procedures from both RFMH and CU.

  • Assists in divisional faculty appointments and promotions process. Works with faculty and Administrative Director, HR, Academic Affairs and Immigration affairs in collecting, organizing and submitting required paperwork for academic and professional appointments, credentialing, appointment renewals, and visa applications.

  • Prepare job postings for new and replacement positions related to research studies. Compile and submit completed hiring documentation for appropriate personnel offices. Ensures salary allocation for new hires is aligned with active study budgets.

  • Arrange for recurring divisional seminar and conference series. Prepare travel and reimbursement requests for lecturers as needed.

  • Provide executive assistance to Division Chief and mange calendar and schedule when needed

  • Under the supervision of the Division Chief keep divisional website current and accurate

  • Coordinate with PsyIT for technical support.

  • Other duties and special projects as requested.

Minimum Qualifications:

  • Minimum of 2 years of pre and post award experience.

  • Experience with financial analysis. Ability to create intuitive reports for review of senior management.

  • Experience in effort reporting for government and private foundation grants and industry awards.

  • Expert organizational and interpersonal skills, and the ability to multi-task in a dynamic and complicated environment.

  • Ability to work within financial systems.

  • Proficiency in Excel.

  • Education: Bachelor's degree required.

Preferred Qualifications:

  • 4 years of pre and post award experience, preferably in Higher Education or research setting.

  • Experience with contract management preferred.

To apply: Submit an application with cover letter and resume by August 13, 2019 through our website https://nyspi.applicantpro.com/jobs/. Only applications submitted through the RFMH website will be accepted.

The Research Foundation is a private not-for-profit corporation and is not an agency or instrumentality of the State of New York. Employees of the Research Foundation are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. Excellent Benefits Package. Employer/Minority/Women/Disabled/Veteran Employer. VEVRAA 41 CFR 60-300.5(a) compliant.


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Division Administrator

New York State Psychiatry Institute