JOB DESCRIPTION

Job Title:          Program Coordinator, Molecular Biology

Department:    Molecular Biology

Facility:            Science Center, Stratford

Reports To:      Interim Department Chair

SUMMARY

This full-time permanent staff member is responsible for department administrative procedures, organization, budget coordination and all grant related business supporting the Rowan-Virtua School of Translational Biomedical Engineering and Science, Rowan-Virtua School of Osteopathic Medicine, and other Rowan University research initiatives. Assists the Chair with review, analysis and appraisal of department operations and prepares recommendations for changes or revisions. Is responsible for working with the Chair to coordinate all fiscal activities of the office, help with long- and short-term planning and completes fiscal projections and analysis of project spending. Is responsible for providing coordination and administrative services for the departments’ expanding grant portfolio within the Rowan Virtua School of Translational and Biomedical Engineering and Sciences. The position serves as a resource to all department faculty and serves as a liaison for all matters pertaining to sponsored programs including all pre and post award activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage operating, grant, revenue and other accounts and coordinates all relevant fiscal activities for the department
• Responsible for budget analysis, reports and the continued monitoring, management and processing of all invoices and expenditures
• Processes Non-POs, including annual membership payments, virtual and in-person conference fees, and other reimbursements, and tracks them until completion
• Coordinates purchasing operations for the department primarily, as well as for its faculty and their grants, including but not limited to writing and completing Sole Source and Contract justifications, completing new vendor forms, entering requisitions, and ensuring invoices are paid in full
• Coordinates select activities with Budget and OSP for budget transfers, DCA’s, special program budget setup, etc
• Works with various departments such as the Budget, Accounts Payable, Procurement Provost’s Office, Human Resources, OSP, and Advancement to ensure timely processing of all departmental needs
• Coordinates with the Program Support Coordinator to organize all department hiring and onboarding including: faculty of all levels, staff, and all undergraduate student hiring including I-9 completion, background checks, entering of job card in PageUp, assisting search committee when necessary, and entering of positions in RIMS
• Acts as the department timekeeper ensuring timely submission in WebTime Entry for all students, faculty and staff timesheets in accordance with University policy
• Assists with the completion of travel requests and expenses for reimbursement of faculty and staff within Concur, and of students using University student travel forms
• Ensures that staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs
• Coordinates with all department faculty on all externally funded research post award activities related to budgeting, budget modifications, purchasing, hiring, grant extensions and grant closeouts
• Understands, uses and trains department faculty on all Rowan online systems to support operations – Banner, Banner 9, Works, 25Live, Concur, IRT Support Portal, Outlook, etc
• Works cooperatively and collaboratively with the Office of Sponsored Programs on all department grants
• Stays current for policies and regulations that govern grant agencies and uniform guidance
• Ensures compliance with University policies relating to finances
• Schedules meetings following grant announcement and setup with PIs, essential department staff and the Associate Director of Administration and Finance to review grant budget allocations and intended hires and expenditures
• Attends as necessary all grant budgeting and grant management workshops hosted by Office of Sponsored Programs and University Advancement
• Assists with processing Post-Award grant paperwork, ensuring compliance with the Office of Sponsored Programs, other internal partners, and external agencies and sub-award contractors
• Ensures all grant expenditures are in accordance with the allocation of funds within the proper Rowan account codes
• Monitors grant deadlines; assists PI’s with grant budget close out and processes close out activities
• Assists PI’s in the processing of grant budget transfers and DCA’s. Coordinates with Office of Sponsored Program and Accounting Services till completion
• Assists PI’s with navigating the purchasing requirements for grant purchases and coordinates purchases, entering of requisitions and payment completion
• Assists PI’s with navigating the purchasing requirements for grant Sub-Awards and Contracted Services. Assists with submission of Sole Source and/or Contract Procurement Google Forms as well as Uniform Guidance Form for purchases above $20,000
• Assists PI’s with navigating the IRT hardware and software pre-approvals and requirements for grant purchases
• Consults and coordinates with the Associate Director for Administration and Finance on grant funded fellows with regards to stipend, tuition and fees to ensure funding is in place
• Consults and coordinates with the Associate Director for Administration and Finance on all course release and salary support
• Works cooperatively with employees of the School and other units of the University when preforming assigned responsibilities
• Schedules meetings as necessary; prepares agendas and ensures that meeting minutes are prepared and distributed. Provides support services to committees including arranging for meeting rooms, gathering materials, analyzing items requiring a determination and recommending appropriate action
• Assists Department Chair with solving administrative problems and makes recommendations for solutions
• Additional duties as assigned by the Chair

MINIMUM REQUIREMENTS

• Bachelor's degree required, preferably in accounting, finance or related area
• Minimum 2 years of experience in budgeting, grant budgeting and analysis
• Effective analytical, organizational, conflict resolution and communication skills are essential
• Strong computer skills including WORD, EXCEL, ACCESS or other database software
• Excellent oral and written communication skills and expertise in budget development and management. Ability to build cross-functional alliances and train personnel in proper procedures and policies
• Ability to be a team player and build effective working relationships with faculty, professional staff, and administrators

PREFERRED REQUIREMENTS

• Familiarity with university finance and administrative database systems (BANNER) desired
• Experience in higher education preferred
• 3+ years of experience in grant budgeting and analysis

NOTES

• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.
• Only completed online applications submitted on or before the posted deadline will be considered.

About Rowan University

A top 100 national public research institution, Rowan University offers bachelor’s through doctoral and professional programs in person and online to 23,000 students. With eight colleges and nine schools, Rowan focuses on practical research at the intersection of health care, engineering, science and business while ensuring excellence in undergraduate education. Rowan has earned national recognition for innovation, high-quality, affordable education and public-private partnerships. One of two public universities in the nation to offer M.D. and D.O. degree programs, Rowan is developing New Jersey’s first veterinary medical school.