Administrative Assistant, Office of Sponsored Research

Job Description Embry-Riddle: Celebrating 100 Years of Leadership in Aviation and Aerospace As Embry-Riddle Aeronautical University marks its Centennial, we proudly celebrate 100 years of advancing the future of flight and aerospace education. With vibrant residential campuses in Daytona Beach, FL, and Prescott, AZ — and a Worldwide network spanning nearly 120 global locations — Embry-Riddle stands as the world's largest aviation and aerospace university. For a century, we have led innovation in STEM education, serving more than 30,000 students around the globe. Our cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space empower the next generation of leaders to shape the future of flight, exploration, and discovery. As we launch our next century, we remain committed to excellence, innovation, and preparing graduates who will transform industries and redefine what is possible. The Opportunity This position provides support to internal and external team members including complex clerical and secretarial responsibilities, routine administrative duties, and non-routine duties of an administrative nature requiring wide latitude for independent action. Serves as an ongoing departmental liaison between university administration, principal investigators, faculty, and staff. Assists in providing information to principal investigators regarding grant administration, including but not limited to policies, procedures, rules and regulations of the university. Responsible for monitoring and reporting on departmental budget management. Assists with recording and maintaining grant information in the university systems. Key Responsibilities Perform proposal processing, award documentation, and award data entry in Workday for internal research grants. Prepare and submit internal grant budgets, monitor and approve expenses, and oversee PI supplemental pay related to internal grants. Maintain complete and accurate files of grant activity. Input detailed electronic data into the university system. Perform administrative functions for the departmental unit, including responsibility for departmental communications by responding to inquiries and general correspondence not requiring management attention. Provide excellent customer service in person, by telephone, and via email; screen, prioritize, and distribute mail. Distribute departmental announcements and newsletters to faculty and staff. Maintain the department site on the internal web page. Process IT requests for new hires and terminations and coordinate onboarding with HR, IT, and Safety. Create, edit, and update documents, forms, charts, and tables. Extract and compile data for reports; copy and distribute information. Initiate follow-up to ensure projects and tasks are completed and deadlines are met. Manage departmental calendar, schedule, and coordinate meetings and conferences, including agenda preparation, assembling materials, and preparing and distributing meeting minutes. Review documents for completeness and accuracy and distribute as required. Maintain a variety of departmental files and records. Process department purchase requisitions and supplier invoices, maintain office supplies, and complete procurement card verification. Oversee office equipment maintenance and coordinate building maintenance needs. Assist in creating an appropriate research environment and infrastructure. Maintain accurate records of the Office of Sponsored Research Administration budget and reconcile budget expenses. Coordinate additional activities, special reports, projects, and other related duties as assigned. Perks Await You at Embry-Riddle! Health Benefits: Experience comprehensive medical, dental, and vision coverage, along with wellness programs that include preventive care and fitness memberships. Our flexible spending and health savings accounts simplify managing healthcare costs. Join a workplace that prioritizes your health—because your journey to wellness should be rewarding! Buckle up for a healthier, happier you! Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26. Retirement Contributions: ERAU contributes an annual 6% gift of your base salary to your retirement plan and offers a 4% matching contribution, with no vesting period. Generous Time Off: Generous Time Off: Relax with 18 days of personal leave in your first year. Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day. Compensation The hourly salary range for this position is up to $21.00. The final offer will consider the candidate's skills, qualifications, and experience, along with applicable state regulations, internal equity, and business needs, and may fall outside of the stated range. Qualifications Required Education and Qualifications: Required Education: Associate's degree or completion of a program of 18+ months after high school Area of Concentration: Business or related field Required Licenses, Certificates, and/or Security Clearances: Not required Required Skills, Knowledge, Abilities: Demonstrated experience making independent decisions, researching, analyzing, and problem solving. Experience working effectively under pressure with deadlines, frequent interruptions, and changing and competing priorities. Ability to develop new systems or procedures to resolve problems and facilitate workflow. Excellent interpersonal skills with proven ability to work independently and as part of a team. Knowledge of information systems and technical proficiency with Workday and Microsoft Office applications, including Excel, PowerPoint, Word, Outlook/email, and internet-based applications. Required Minimum Number of Years of Work-Related Experience: 3–5 years Type of Work-Related Experience: Administrative Additional Comments Regarding Education/Experience Requirements: Experience in an office or administrative environment supporting operational and/or business functions is preferred. Application process/requirements To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition number R311348. Please attach all relevant materials to your application when you apply online. Complete submissions include: Cover letter Full Resume Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process) Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday. Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions — including hiring, promotions, compensation, and other terms of employment — based on individual merit, qualifications, and abilities. Embry Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website. Embry-Riddle is not seeking assistance from staffing or recruitment agencies. All agencies are directed to contact eraujobs@erau.edu and should not reach out to hiring managers or staff. Exciting opportunities await at Embry-Riddle! As we continue to grow, we're thrilled to welcome new talent to our team. We're seeking highly qualified, passionate, and driven candidates to join us on this journey. ✨ Explore our current openings and apply for the roles that best fit your skills and aspirations. ✨ Track the progress of your application anytime by logging into your candidate account. ✨ Set up "Job Alerts" so you'll be the first to know when new opportunities that match your interests are posted. If you need any assistance throughout the application process, our recruiting team is here to help—just reach out to us at eraujobs@erau.edu.. Thank you for considering a career with Embry-Riddle. We look forward to the possibility of having you on our team! Embry-Riddle President Launches Centennial Celebration in Annual State of the University Address Virtual tours: Daytona Beach: Visit the Campus Prescott: Visit the Campus Prescott Campus Future Flythrough | Embry-Riddle Aeronautical University (ERAU) Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions — including hiring, promotions, compensation, and other terms of employment — based on individual merit, qualifications, and abilities. Embry Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry-Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website.