This position provides assistance to multiple Divisions: Gastroenterology, Hepatology, Hospitalist Medicine, & Nephrology.

• Assist in the preparation of Pre-Award Grant Applications
  • Federal, Foundation and internal Grants, includes Liver Center Grant
  • request and prepare required internal documents
  • Prepare Cayuse application (Budget prepared by Administrator)
  • Assist in maintaining Other Support Page and Biosketch (Backup to Admin Asst. III)
• Assist in the coordination of the department’s training grants  
• Assist Grant Application, Tables, relevant material
• Appointment and termination forms(Backup to Admin Asst. III)        
• Tracking of trainees from inception (Backup to Admin Asst. III)        
• Generate reports for funding agency.
• Track Expenditures
• Assist in Post-award grant management
• Track and Generate expenditure reports
• Maintain report of pending and awarded grants
• Assist in preparation of monthly financial reports
• Generate and maintain Divisions list of grants and Indexes
• Prepares cost transfer requests with appropriate back up detail
• Other Duties
• Independently process and approve purchase orders (Lab Supplies, Office Supplies, Freezer orders & Equipment purchases)
• Maintain service contracts for lab equipment, Glassware Facility & common equipment – Liver Center
• Works with A/P to process invoices for payment
• Works daily with Procurement, A/P and lab personnel to resolve any purchasing issues
• Process intercharge billing for Liver Center Cores : Cell Biology Core, Molecular Biology and Next Generation Technologies Core
• Process reimbursements for business expenses, travel expenses
• Process Check requests & Petty Cash requests
• Process telephone charges, Linen charges
• Works with EH&S to distribute and collect film badges for all lab personnel
• Responsible for keeping track of expenses applied to divisional org funds
• Maintain expenditure files and records of all purchase orders and/or invoices
• Responsible for requesting and distributing keys. Maintain key box
• May be responsible for determining appropriate account numbers and availability of funds for purchases
• Provides oversite for 2 common equipment rooms and makes arrangements for servicing as needed
• Respond to general queries
• Answer telephones
• Perform other related duties as assigned 

High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered

Skills and Competencies

• Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of PowerPoint. May use other web based programs as assigned
• Must demonstrate good judgment, initiative and attention to detail
• Must be able to effectively track time and resources to prioritize own work assignments
• Must be able to work independently and produce quality work from conception to completion on assigned projects
• Must possess strong customer service, communication and organizational skills
• Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
• Uses independent judgment when responding to inquiries.

Scope of Responsibility

• Instructs staff in standard policies and procedures;
• Distribute and / or assigns clerical work as directed.

Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.

Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).

Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.

We have also been recognized by Forbes as one of the country's best midsize employers in 2019. Forbes ranked Einstein in the top overall nationally among midsize employers. Einstein ranked 3rd within the education category in New York State and 9th nationally among all midsize education employers.

The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.