The Natural Resource Ecology & Management (NREM) and Entomology (ENT) departments, including the US Geological Survey's (USGS) Iowa Cooperative Fish & Wildlife Research Unit (Cooperative Research Unit) located in Iowa State University's NREM Department, are seeking a qualified candidate for an Administrative Specialist position to be filled at either a I or II level. This individual will be part of the NREM/ENT Business Office team and the Cooperative Research Unit and will be responsible for compliance with federal, state, and ISU policies and procedures.
This position serves as grant coordinator to the Cooperative Research Unit and the NREM and ENT departments. Duties include assisting faculty in preparing proposals for federal and non-federal agencies; assisting with proposal budgets, including subcontracts; assisting in the Goldsheet submission process, and reviewing the proposal for errors; review the forms necessary for funding agencies; respond to inquiries about grants, accounts, budgets, etc; and maintain a website that identifies and communicates a broader range of funding opportunities for faculty, staff, and students.
This position will serve as the sole point of contact for the Cooperative Research Unit and both NREM and ENT departments with the Office of Sponsored Programs Administration (OSPA), Sponsored Programs Accounting (SPA), and the USGS and will coordinate post-award amendments on contracts and grants, including rebudgets and extensions.
This position is responsible for assisting with budget reconciliation and monthly reporting for both Iowa State University accounts and federal USGS accounts for the Cooperative Research Unit. The position provides administrative support for the NREM/ENT Business Office and the Cooperative Research Unit, and serves as a liaison with DOI/USGS regional and federal staff and scientists. In addition, this position will manage information for the creation and delivery of regular reports.
Other responsibilities include hourly payroll and supply reimbursements for the Cooperative Research Unit, trains new Cooperative Research Unit Graduate Students and technicians to comply with federal regulations, and maintains a federal safety training database. This position manages federal inventory (including a fleet of federal vehicles) and arranges travel.
In addition to the above duties, the Administrative Specialist II will be independently responsible for budget reconciliation and preparing grant applications for electronic submission.
The successful candidate will possess excellent written and verbal communication skills, outstanding time management skills, the ability to multitask and a commitment to customer service. The candidate must possess the ability to work quickly, efficiently and accurately within the appropriate state, ISU, and federal guidelines, and a willingness and ability to learn new software programs. As a member of the NREM/ENT Business Office this position is expected to provide excellent customer service for external and internal contacts with the NREM/ENT Business Office and the Cooperative Research Unit.
Required Education and Experience:
Bachelor’s degree and related experience; OR a combination of education and/or related experience totaling more than 4 years. Experience must be at a comparable level and directly related to the duties of this position.
Preferred Education and Experience:
Experience with ISU policies, procedures, and grant proposal and administration processes.
Experience with grant coordination, including: Liquid Office, Cayuse, Grants.gov, Fastlane, or any other related software; and proposal submission, grant budget development and post-award management.
Experience writing business newsletters and electronic/web delivery.
Training or experience with Microsoft Office suite and database software such as Microsoft Access.
Iowa State University is classified as a Carnegie Foundation Doctoral/Research University-Extensive, a member of the Association of American Universities (AAU), and ranked by U.S. News and World Report as one of the top public universities in the nation. Over 36,000 students are enrolled and served by over 6,200 faculty and staff (see www.iastate.edu). Ames, Iowa is a progressive community of 60,0...00, located approximately 30 minutes north of Des Moines, and recently voted the best college town in the nation (see www.visitames.com). Iowa State University is an equal opportunity employer committed to excellence through diversity and strongly encourages applications from all qualified applicants, including women, underrepresented minorities, and veterans. ISU is responsive to the needs of dual career couples, is dedicated to work-life balance through an array of policies, and is an NSF ADVANCE institution.
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