Programs Coordinator II
National Jewish Health/*National Jewish Health - Main Campus/Academic Affairs
Full Time (40 hours per week)
Work Hours: 8:00AM-5:30PM
Req # 12866
National Jewish Health is currently seeking a Programs Coordinator II to join our fast paced Office of Academic Affairs. The Academic Affairs administrative team is committed to being an efficient knowledge expertise center who advocates for Faculty, Researchers and their support teams to create an environment that fosters innovation. The Programs Coordinator II is integral to the operational success of our research mission. This position supports core facilities and faculty grant portfolios by providing exemplary financial and administrative support over a wide range of disciplines and collaborating with researchers and other administrators. Your exceptional support will make a difference to research projects within National Jewish Health and those of other institutions.
Responsible for the administration of faculty institutional, restricted and grant funding. This includes managing the application process for grant submissions, financial management of all research funds and administration of human resource related functions. May also be responsible for the management of division and department funds.
- Responsible for the financial management of externally funded research projects. Coordinates all aspects of the application process, ensuring they are submitted in an accurate and timely manner, consistent with sponsor and institutional requirements. Ensures awarded projects are properly managed within the budget and terms & conditions of the award.
- Develops budgets for grant applications, labs, institutional, restricted fund projects and collaborations. Works closely with faculty and core facilities to ensure that proposed budgets accurately reflect research needs and meet all funding guidelines and restrictions.
- Responsible for the financial management and compliance of institutional, Academic Enrichment Funds, and restricted donation funds. Manages transactions and costs to ensure accuracy and fund availability. Ensures expenditures are compliant with all relevant regulations and policies.
- Prepares reports of actual and projected financial position for individual divisions, cores, projects and an investigator's complete portfolio. Identifies funding gaps and opportunities and makes recommendations to address. Meets regularly with investigators and/or core directors to review finances.
- Assists faculty members with the administrative responsibilities of Human Resources and Payroll. Coordinates and submits new hire requisitions, affiliate placements, annual performance evaluations, merit increases, promotions and terminations. Edits time in KRONOS, the automated payroll system.
- Responsible for completing time and effort reports for faculty and staff and obtaining the required approvals. Works with faculty and staff to resolve any issues concerning effort. Meets institutional deadlines for the submission of time and effort reports.
- Works with faculty and external vendors with regard to capital equipment purchases, maintenance of equipment, and accounting issues. Ensures that purchase requisitions for capital equipment are routed appropriately for the required signatures.
- Invoices and receives payments from external organizations for core services and restricted funding. Tracks and ensures payments are collected in a timely manner.
- May be responsible for data entry of research chargebacks for research core facilities.
- Attention to Detail: Follows Procedures, ensures high quality output, takes action, sets standards for excellence, ensures high quality, takes responsibility, encourages others to take responsibility.
- Building Trust: Operates with Integrity; discloses own positions, remains open to ideas, supports others.
- Collaboration/Teamwork: Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains a friendly demeanor; values the contributions of others.
- Informing and Communicating: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
- Managing Work and Time / Project Management: Effectively managing one’s time and resources to ensure that work is completed efficiently. Effectively manages project(s) by appropriately focusing attention on the critical few priorities; effectively creates and executes against project timelines based on priorities, resource availability, and other project requirements (i.e., budget); effectively evaluates planned approaches, determines feasibility, and makes adjustments when needed.
- Problem Solving: Uses issue identification, data relation and comparison, pattern recognition and information gathering to create analyses and make recommendations.
Supervisory or Managerial Responsibility
- Be available to work as scheduled and report to work on time.
- Be willing to accept supervision and work well with others.
- Be well groomed, appropriately for your role and wear ID Badge visibly.
- Be in compliance with all departmental and institutional policies, the Employee Handbook, Code of Conduct and completes NetLearning by due date annually.
- Fosters an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision and mission of the institution.
- Adheres to safe working practices and at all times follows all institutional and departmental safety policies and procedures.
- Wears appropriate PPE as outlined by the infection control policies and procedures.
- Demonstrates compliance with all state, federal and all other regulatory agency requirements.
Bachelor degree required. Major in Healthcare, Business Administration or Finance preferred
A minimum of three (3) years financial administration ideally in an academic, research or governmental organization required. Experience with grants and related regulations, preferred.
Special Training, Certification or Licensure