Administrative Analyst

Requisition ID: 9487

Job Title: Administrative Analyst

Position Summary and Key Responsibilities:

This role is crucial within the organization to assist in City of Hope's overall mission. This position performs a variety of professional duties, administrative duties, and analysis functions in support of day-to-day research operations.

The Administrative Analyst (AA) supports operational personnel and departmental personnel, including but not limited to: faculty members, postdoctoral fellows, and research associates within their department. The Administrative Analyst reports directly to the Business Director (BD). The AA is responsible for supporting the daily operations within the department(s) ensuring that objectives/deadlines are achieved by reviewing, monitoring and processing internal contracts and pre and post sponsored research awards.

Additional responsibilities include: reviewing and approving intramural and extramural funded expenditures, managing programmatic activity with operational staff and Principal Investigators (PI)s, and interacting with other central offices. The range of duties is broad and requires an understanding of the mission and goals of the City of Hope.

Essential Functions:

Financial Management 45%

  • Manage extramural funds, including: federal and non-federal funds, contracts, clinical trials, grants, gifts, endowments and other forms of financial support.
  • Manage internal funding sources including AIF, ADF, Salary Savings, endowments, and Institutional operational budgets.
  • Analyze and prepare financial reports for all funding sources and provide recommendations as needed.

Research Administrative Support 35%

  • Coordinate and assist in the areas of contract and grant administration and proposal development, purchasing, and expenditure control.
  • Interpret, monitor, and analyze information regarding operating policies and procedures.
  • Process contracts within MediTract as needed, working with vendors, OSR, OTL, Contract Management, and Legal.
  • Assist in management of API/ Grant Tracking System submission and reporting personnel time and effort (e.g. TAR and quarterly effort reports)
  • Review accuracy of personnel time and effort reporting in ecrt system and work with OSR and PI to correct errors.
  • Respond to PIs, departmental, and external office inquiries (which would require being knowledgeable of institutional and extramural funding policies and procedures (e.g. progress reports, cost transfers, allowable costs, etc.)

Department Support 15%

  • Assist in departmental budget development by gathering, analyzing and reporting data and providing projections and recommendations as requested.
  • Assist in department business activities, including but not limited to: budget preparation and monitoring, account management, purchasing, personnel, facilities, travel, and reporting required by the institution.

Other Duties 5%

  • Perform other related duties as assigned or requested.
  • Coordinate personnel actions for department staff and/or faculty as requested including but not limited to visa requests and on boarding.
  • Participate in short- and long-range planning and policy or program development by analyzing operational policies, resource utilization, etc. and developing recommendations for department management.
  • Assist and coordinate in areas of building and equipment safety and maintenance and other services.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

The following shared, organization-wide competencies describe the desired behaviors that will facilitate success at City of Hope:

  • Communication - Expresses ideas clearly and constructively (written and spoken, upward and downward, one-on-one and with groups).
  • Customer Service - Seeks to understand customer needs and works to exceed customer expectations (internal and external).
  • Initiative - Looks for opportunities to improve performance; manages time, work, and relationships effectively and efficiently.
  • Professionalism - Treats others with respect; abides by the institutional values; displays a positive and cooperative attitude; adheres to the workplace Code of Conduct and compliance policies.
  • Stewardship - Identifies efficiencies to reduce redundancy and/or elimination of tasks resulting in savings of cost, resources, and or/time.
  • Teamwork - Works proactively and collaboratively with others to streamline work and achieve mutual goals.

Minimum Education and Skills Required for Consideration:

Minimum Education: Bachelor's Degree. Experience may substitute for minimum education requirements

Preferred Education: Bachelor's Degree in accounting, finance, or business administration

Minimum Experience: 2-3 years related experience in business administration and financial analysis. Excellent interpersonal and organizational skills. Excellent communication skills. High level of integrity and honesty in maintaining confidentiality.

Preferred Experience:Experience in academic or research environment. Demonstrated experience in budget development, grant management, space planning and personnel management. Financial analysis

Skills/Abilities: Demonstrated professionalism and integrity. Demonstrated knowledge of the principles of management and accounting and their use in a research/scientific/medical environment. Ability to analyze complex administrative and financial data, create reports and craft effective solutions to both long- and short-term problems. Demonstrated ability to work independently, set own priorities, recognize problems and follow up to ensure effective action is completed. Excellent oral and written communication and organizational skills. Skill in working collaboratively in a team-oriented environment, recognizing others' expertise and collaborating on final outcomes

Software: Microsoft Office, required. Word Processing applications, preferred. Spreadsheet applications, required

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy. Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

City of Hope is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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