Administrative Coordinator & Grants Administrator
Position Description
Position Title: Administrative Coordinator & Grants Administrator
Reports To: CAO
Status: Hourly
Job Type: Full-time
Supervises: N/A
Location: Office
Requires ability to handle multiple tasks simultaneously, while prioritizing to meet deadlines. Must be able to communicate with a variety of executives effectively and efficiently, technical and administrative personnel. Must function with flexibility and responsiveness to changes and short deadlines.
Performs administrative and technical functions of a more complex nature than an Administrative Assistant. Exercises a higher degree of discretion and initiative and has knowledge in one or more areas of work; e.g. grants administration, public relations, and fundraising, along with event planning.
Competencies:
- Effective collaboration and relationship building.
- Exceptional organization of systems, processes, and people.
- Professional management skills.
- Excellent oral and written communication.
- Attention to detail and good judgement.
Following are the main responsibilities of the AC/GA:
• Administrative Coordinator to CAO
Provides administrative support to an individual or office
Composes and prepares correspondence
May help to prepare final, formal reports and materials for CAO’s presentation to Board
Committees and Board meetings
Organizes and maintains file system and files correspondence and other records
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings
• Grants Administration
Provides grant support for the Principal Investigators
Provides grant support for Institutional Advancement
Expert ability to navigate multiple websites and systems
Research new grant opportunities for Principal Investigators and IA department
• Technology Transfer
Organize and track all invention disclosures and patent applications, all Material Transfer Agreements, Confidential Disclosure Agreements and Research Agreements
Read, interpret and evaluate documents with regard to impact on Institute priorities
Submission of invention reports to appropriate government agencies
• Institutional Advancement
Writing and editing solicitation and acknowledgement letters for annual appeal and special campaigns
Methodical and accurate database entry, maintenance, and donor report production
Planning and coordinating memorable events and productive meetings
Supporting and implementing fundraising initiatives
Contributing to social media portfolio development and collaborating on website revamp and updates
• Events Planning
Organization of bi-annual scientific summits, annual lectures, etc.
Assist with the planning of employee related events and outreach
- Annual renewals/reports to various federal and state regulatory agencies [i.e. System for Award Management (SAM)]
Assist with the management of social media platforms such as; Facebook, Twitter, Instagram, LinkedIn
Other duties as assigned
Knowledge and Skill Requirements:
- Associates degree or equivalent in appropriate field and/or 2-4 years of administrative support experience
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Requires exceptional judgment and discretion
- Excellent verbal and written communication skills
- Strong organizational skills and ability to multitask
- Exceptional attention to detail and organizational skills
- Problem-solving and decision making skills
- Exceptional computer skills with expert proficiency in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook) and Adobe Acrobat, plus ability to learn new products/tools as available
- Troubleshooting and performing related duties and special projects as assigned
• Job Type: Full-time
• Pay: From $22.00 per hour
• Expected hours: 37.5 per week
• Schedule: Monday to Friday
• Work Location: In person
Job Type: Full-time
Pay: From $22.00 per hour
Expected hours: 37.5 per week
Benefits:
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
Ability to Relocate:
- Saranac Lake, NY 12983: Relocate before starting work (Required)
Work Location: In person