to a Center Director, has direct responsibility for carrying out
the administrative and technical management of the center, with
significant input into the formulation of center policies and procedures
generated by a demonstrated understanding of the center's function
and role. Responsibilities typically include implementation of center
and Institution policy, preparation and analysis of budgets (including
long-range forecasts), administration of personnel policies and
procedures, design and implementation of administrative systems,
formulation of center administrative policy, acquisition and maintenance
of equipment and supplies, and oversight of space allocation and
maintenance and renovation within the center's physical environment.
The position carries substantial managerial responsibility and requires
a broad range of skills and the exercise of considerable judgment
and initiative. Works in a department of more than 50 employees,
guests and students.
trains, supervises and mentors center office staff, utilizing
their abilities by delegating effectively. Provides staff with
growth opportunities, professional training, and the tools required
to work effectively.
funding opportunities relevant to the interests of the Center/Principal
Investigator. Maintains repository of same, including calendar
of submission dates. Works with principal investigators to find
the best possible match for their interests.
administrative oversight of the center proposal process. Ensures
that the various agency requirements are met and the appropriate
supporting documentation and boilerplate are included. These
tasks may be delegated to trained assistants. Together with
the Center Director, is responsible for the approval and final
review of proposals prior to submission.
for careful monitoring of grant and contract expenditures for
all center projects. Works closely with the principal investigators
to ensure compliance with specific agency requirements and policies.
Monitors cost sharing requirements and provides periodic reports.
as the contact for Program Officers and Managers at the funding
agencies regarding administrative issues of grants and contracts
for principal investigators in the center. Maintains close relationships
with these funding agency officials to facilitate two way communication
between the agencies and the Institution.
for final approval or delegation of approval for all purchase
requisitions, travel authorizations and vouchers and payment
requests submitted from the center. Responsible for initiating
subcontract process. Authority or approval of all Time Reports
submitted by the center with the exception of the Center Director.
and defends center overhead and capital budget(s) by assessing
needs for supporting center activities, space renovations and
acquisition of major equipment items. Supervises these and all
center discretionary accounts.
for coordinating center personnel activities, including hiring,
promotions, evaluations and placement of non-scientific staff
facing funding disruptions. Provides guidance for hiring all
levels of staff. Provides guidance to the Center Director regarding
recommended salaries for promotions and new hires.
and maintains statistics on center personnel, publications and
funding for center personnel; forecasts sponsored research support;
initiates requests for bridge support. Prepares reports and
statistics for Institution planning.
and applies Institution policies and procedures; formulates
and implements center procedures; works closely with other administrative
on Institution committees where administrative policies and
issues are discussed and recommendations are made. Meets regularly
with senior administrative staff and serves as the interface
between the center and the administrative structure of
the Institution; represents the center's concerns and position
on issues to administrative units and represents Administration's
concerns to the center.
with the Center Director, assesses center space requirements
and renovation needs; submits modification specifications. Assigns
space to center staff and students.
Desired Education/Experience for Hiring
degree in business administration or an area related to the technical
or administrative work of the center, with 3-5 years of directly
related experience at the Institution or similar organization; or
an Associate's degree with 5-8 years of directly related experience;
or equivalent combination of education/experience. Must possess
strong analytical ability and effective communication skills. Must
be a good organizer and must be able to utilize the abilities of
those whom they supervise by delegating effectively. In addition
to general financial management and personnel supervisory experience,
must also possess the specialized technical knowledge required to
manage the administrative services of the particular center and
have demonstrated knowledge of computer processing and modern computer
administrative techniques. Technical or scientific knowledge and
training in fields related to the work of the particular center
are also desired.
Last updated: June 19, 2013