Research Administrative Specialist

4 days ago

Los Angeles, California, United States CEDARS-SINAI Full time
Position Overview

The Smidt Heart Institute exemplifies Cedars-Sinai's unwavering commitment to cardiovascular health and pioneering research, providing patients with unparalleled care. Each year, countless individuals place their trust in the Smidt Heart Institute at Cedars-Sinai. Our team of cardiologists, cardiac surgeons, and specialized healthcare professionals address a comprehensive range of heart conditions, while our researchers push the boundaries of medical science with innovative, life-saving studies. From genetic counseling to advanced drug therapies and minimally invasive techniques, Cedars-Sinai remains at the leading edge of technology, innovation, and discovery, enhancing patient outcomes.

Become a part of our esteemed team and leverage your expertise within an organization recognized nationally for its research excellence.

Role Summary:

The Research Administrative Specialist operates under the guidance of the Research Director, Research Manager, and Research Operations Associate within the designated research sector. This role involves generating reports related to the financial and budgetary oversight of research initiatives. The Specialist aids in the coordination of academic functions within the division and provides support for time and effort reporting. Acting as a liaison to both internal departments and external philanthropic and academic entities, this position offers administrative assistance and coordination for the operational and administrative tasks of the research area.

Key Responsibilities:

  • Collaborates with Directors, Managers, and Principal Investigators on financial oversight for all operations within the assigned sector.
  • Organizes the administrative and office management systems for the department/unit, revising policy and procedure manuals as necessary.
  • Distributes information including announcements, policies, and procedures while maintaining a calendar of events, tracking deadlines, scheduling meetings, arranging travel, and processing travel reimbursements.
  • Drafts written communications, NIH reviews, and letters of recommendation.
  • Produces monthly financial and physician billing reports for departmental management.
  • Acts as a liaison between departmental administrators and Sponsored Research and Funds Administration (SRFA).
  • May assist Principal Investigators in the preparation and submission of federal and non-federal grant applications.
  • May support pre- and post-award grant administration tasks.
  • May help in monitoring project metrics.
  • Implements federal and state regulatory and licensing requirements, along with organizational bylaws, rules, and policies for all assigned projects, assisting in the rollout of new regulatory and compliance programs.
  • Supports the daily operations of the Director and associated faculty members, including project management and strategic planning execution.
  • Assists in the development and maintenance of budgets for research programs.
  • Monitors HR compliance and regulatory activities for research personnel, including the upkeep of HR files, new hire documentation, and coordination of regulatory training.
  • Facilitates all academic activities, seminars, lectures, and meetings.
  • May prepare course syllabi, create audiovisual materials using PowerPoint and other software, and gather information for presentations.
  • May conduct literature reviews and format manuscripts for publication submission.
  • Adheres to office management procedures and compliance with Cedars-Sinai administrative regulations and requirements.
  • Assists department management with additional tasks as required.

Qualifications

Educational Background: Bachelor's Degree or an equivalent combination of education and relevant experience.

Experience:

  • Exceptional language proficiency and familiarity with Grants, Manuscript, and Abstract guidelines.
  • Strong verbal and written communication skills, along with organizational, personnel, and time-management abilities.
  • Proficient in Microsoft Word, PowerPoint, and Excel.
  • Capable of working independently, prioritizing tasks, and managing multiple responsibilities with attention to detail.
  • Prior experience in a research environment is preferred.

Physical Requirements:

  • Able to perform moderate lifting.
  • Able to sit, stand, and walk for extended periods.
  • Able to read documents in print and online.
  • Able to operate standard office equipment.
  • Able to demonstrate physical capability and visual acuity to effectively perform essential job functions.

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