POSITION RESPONSIBILITIES

Office & HR Management

· Instruct, coordinate and supervise daily activities of IAS administrative staff and to ensure that the office operates in a smooth and efficient manner.

· Ensure continuous office function by providing cross-training and arranging proper coverage of phones, work in progress, major projects, etc. in the absence of an employee; to reassign activities as necessary to ensure optimal office functioning.

· Departmental representative for all IAS hiring, promotion, termination, salary adjustments and performance management processes.

· Maintains IASl HR records and updates monthly to reflect any changes in efforts, funding sources or employment status.

· Supervises Kronos timecards to make sure all time is recorded properly and makes any necessary adjustments, which includes frequent communication with Animal Facility supervisors, who manage timecards for their employees.

· Manage and update information published on the IAS website.

Financial Management (IAS Expense Budget)

· Manage the IAS expense budget, including on-going tracking of actual & projected expenditures.

· Assign all incoming purchase requests for the department and review for funding and approvals.

· Supervise the processing of all requests for correct funding and coding

· Supervise the generation of routine and ad hoc reports and correspondence as required.

· Work with administrative staff to assure customer service and smooth flow of financial data and information;

· Assist the Director in the preparation of the IAS annual budget and reports.

· Ensure the department is in accordance with finance and procurement policies and procedures.

· Responsible for the procurement of IAS supplies/equipment or services through the purchase order system.

Financial Management (IAS Income / Billing)

· Manage the IAS Billing system for re-charging Animal Purchases (a.k.a. Animal Sales), billing per diem charges, and miscellaneous sales and services fees to research investigator’s accounts.

· Must independently identify and resolve any issues that may arise immediately to avoid delays.

· Other duties as assigned.

QUALIFICATIONS

· Bachelors degree in Business Management, Finance or Accounting and 3 to 5 years of related experience is required. MBA preferred.

· Experience in grant and contract financial management in a research environment is strongly preferred.

Demonstrates broad understanding of principles of financial management necessary to ensure the appropriate stewardship of department and university resources.

· Strong organizational skills, analytical and problem solving abilities, and attention to detail.

· Demonstrated ability to work collaboratively and make independent judgements and effectively communicate these decisions and either rationale to Principal Investigators and the IAS Director..

· Must possess the ability to interact effectively with a large group of diverse individuals.

· Proven clear and effective communication in resolution of issues and concerns

· Demonstrated ability to manage exempt and non-exempt employees to meet and exceed expectations.

· Demonstrated ability to prioritize work and work of office staff.

· Demonstrated proficiency in Microsoft Office, especially Excel and windows-based computer system required.

· Adept at learning new software programs and leveraging technology to solve problems and improve systems.

Minimum Salary Range

Maximum Salary Range

ABOUT US

The Administrative Manager manages the Institute for Animal Studies (IAS), including the coordination of fiscal, personnel, and IAS office activities, while serving as a liaison between the IAS and other Einstein administrative offices. Reporting directly to the Director of the IAS on all matters, the Administrative Manager also coordinates closely with the Assistant Director for Husbandry Operations with regard to changes in animal care personnel staffing and meeting the material / supply needs of the animal care program. The administrative Manager will directly supervise the IAS office administrative staff, including office staff work schedules and work assignments.