Job Description

Requisition Number 07370
Department Name: Office of Sponsored Programs - CA
Position Type: Full Time
Position Title Administrative Specialist
Position Summary:

The Administrative Specialist reports to the Pre-Award Grants Manager in the Office of Sponsored Programs (OSP). The role provides logistical and data support to the Office of Sponsored Programs. This encompasses organization and coordination of key office services, including compilation and entry of critical data elements in a deadline driven environment, as well as assisting in the management of the grant proposal process from initial application receipt through post-submission file creation. In addition, this role assists in proposal record management and verification of necessary documentation and resources to ensure applications are ready for review and file records are complete and accurate. This position will also act as the liaison with appropriate Institute offices on matters of compliance, as well as work with department contacts on initial problem resolution.

Position Description

Performs a variety of activities in support of functional areas such as finance, procurement, legal, or human resources or for a specific project/business/technical unit. Gathers, collects, records, tracks and verifies data and information from multiple sources. Compiles, reviews and analyzes data. Uses software for functional area, to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations. May design processes to enhance work flow. Provides data and information to others on functional unit processes and procedures.

* Provide initial review and critical inquiry for incoming grant proposals by comparing information received with the Institutional guidelines and funding agency or foundation requirements.
* Work with department contacts to solve preliminary application issues.
* Record all incoming proposals in the OSP-Pre-Award database tracking system, ensuring accurate capture of key proposal elements and precise entry of all proposal-specific elements for tracking and reporting purposes.
* Act as liaison with appropriate Compliance offices, including Conflict of Interest, IACUC and IRB, to obtain and complete any necessary documentation for tracking and follow-up.
* Respond to general proposal inquiries, including providing basic Institute policy on requirements and guidelines, as well as proposal status updates.
* Assist with the design, implementation and management of office records, both electronic and paper.
* Maintain and update OSP-Pre-Award website. Make recommendations on layout and content improvement to make them more user-friendly to end users.
* Log in, track, and follow-up on Just in Time (JIT) requests from NIH; maintain accurate and detailed records for audit purposes and to ensure compliance with sponsor stated due dates.
* Submit JIT material, if needed.
* Set up new user accounts to sponsor submission portals.
* Update the OSP-Pre-Award tracking database with appropriate statuses, account numbers, correspondence and other relevant documentation updates.
* Aid in the implementation of our new Electronic Research Administration (ERA) system and once implemented, act as liaison for system-based questions from individuals about proposal creation and submission within the system
* Maintain Sponsor list in the ERA. Add new sponsors, as needed in an expediated manner.
* Coordinate record retention efforts, conference room calendars, process supply orders for OSP and maintain the calendar of the Senior Director of OSP.
* Perform other duties as assigned.

Once trained on internal processes, independently assess and determine appropriate access level and employee role assignment for user account set-up, referring special circumstances to supervisor for resolution. Normally receives general instructions on routine work and may be asked to aid in the implementation of new processes.

Interact with internal and external contacts to exchange information in pursuit of collecting or submitting appropriate data. Serve as the initial contact for labs/departments regarding grant applications documentation.

The Administrative Specialist will play a key role in the success of the Office of Sponsored Programs - Pre-Award. The incumbent will be highly adaptive, service oriented, creative and innovative with clear and documented expertise. The incumbent must have strong operational skills and a customer service frame of reference, be team oriented and conscientious, while demonstrating critical administrative analysis and effective time management skills to organize and prioritize workload. Success in this role requires the ability to get the job done quickly and efficiently and provide added value to our department and clients with every interaction, while following standard practices and procedures in analyzing situations or data from which answers can be readily obtained. This role involves strong organization, communication skills, and exemplary customer service abilities. The candidate must be trustworthy and ethical and exhibit a high degree of integrity.

Location: San Diego, California
Additional Information:
Physical Requirements:

With or without reasonable accommodation, employees in this position must be able to sit and type at a computer terminal for up to 8 hours per day with appropriate breaks and perform tasks that require fine dexterity and repetitive motions using the arms, hands, wrists and fingers. Further details of established essential functions for this position will be addressed/discussed during the interview process.

Basic Qualifications:

High School diploma or an equivalent combination of education, training and experience.

Minimum of 5 years related experience. Requires excellent organization and communication skills and the ability to work independently.

Must be detail-oriented and flexible.

Strong experience with Word, Excel, PowerPoint, as well as the ability to learn other software programs specific to department.

Professional level typing/editing skills.  

Preferred Qualifications:

* Experience updating websites preferred.
* Experience with electronic Research Administrations systems a plus.

Job Closing Date:
Open Until Filled Yes
Job Posting Category Administrative & Support
EEO Statement

The Scripps Research Institute is an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.

Application Instructions

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