Staff Assistant - Center for Veterans Research and Education

Summary:

The Center for Veterans Research and Education (CVRE), whose mission is helping to support

innovative research and education initiatives that improve the health and well-being of Veterans, is

seeking a Staff Assistant.

Position Description:

The primary purposes of the Staff Assistant are to provide administrative, grant, and human resources management to the research organization and to facilitate communication and reporting for the organization in various areas.

Responsibilities:

Major duties and responsibilities may include but are not limited to the following:

• Assists the ACOS/R and R&D Committee (RDC) in meeting the required RDC annual evaluations and quality assurance reviews by collecting and analyzing data from Research Service QA activities.
• Provides critical input on format/requirements for proposal submissions.
• Monitors and assists PI’s in the assembly of research proposals to meet a wide variety of institutional and national deadlines.
• Prepares or supervises preparation of support documentation, letters of transmittal and endorsement, investigator biographies, budget justification, etc. that must accompany each proposal submission.
• Keeps current on funding agency program changes.
• Supervises personnel management functions including recruitments, appointments, extensions, resignations, and terminations. 
• Provides strategies and advice on VA rules and policies.
• Supports PI’s, administrators, and other supervisors in preparation of position descriptions
• Prepares advertising/recruiting for open positions; identifies appointment options, and processes hiring paperwork.
• Initiates or controls all personnel requests and personally signs these requests.
• Advises VA employees and supervisors on personnel issues such as scheduling, leave administration, overtime, mandatory training, credentialing requirements for new employees.
• Supervises the timekeeping function and ensures timekeeper enters time properly and timely.
• Approves leave requests and certifies timecards.
• Advises supervisors on criteria for special contribution performance awards and coordinates award requests.
• Supervises the performance appraisal process.
• Ensures proper identification of performance elements/standards, consistency in ratings across supervisors, and timeliness in completion of reviews.
• Manages across all research organizations the performance award strategy and ensures it is consistently applied.
• Ensures administrative support work is performed.
• Develops processes for work performed and ensures work is carried out accurately and timely.
• Serves as the contact point for project requests from management and PI’s.
• In consultation with AO, determines priority of projects, develops work plan, and estimates timeline for completion.
• Responsible for the layout, organization and production of complex, confidential reports that are sent to other VA Services and VHA Headquarters as well as other federal agencies.
• Works closely with departments from the University of Minnesota, the Veterinary Medical Unit, Research budget personnel, and PI’s/study personnel to initiate new sale agreements and exercise options for continuing sale agreements between the VAMC and U of M for animal VMU charges.
• Works with VA PI’s and Contracting to initiate new VA contracts for services needed to further their research.
• Responsible for the layout of Research Service annual and periodic report process.
• Serve as Research Service Automated Data Processing Application Coordinator (ADPAC) and primary contact with IRM Service.
• Review applications for computer access.
• Identify computer training needs and develop training and reference materials.
• Assists with data management and security according to policy.
• Manage budgets and coordinate activities with collaborators.

 Applicant must include a cover letter

 Minimum Qualifications:

        Education:   Masters, MD, or PhD Required

        Licensure/Registration/Certification:  None

Knowledge, Skills and Abilities:

• Demonstrated ability to work effectively both independently and as part of a team.
• Proven ability to write grants, manage budgets, and coordinate big ideas.
• Social media skills
• Experience in coordinating multiple tasks and project elements with differing timelines and completion deadlines.
• Excellent oral and written communication skills.
• Exceptional attention to detail and organizational skills.
• Proficiency in Microsoft Office products including Outlook, Word, PowerPoint and Excel.

Conditions of Employment:

• Subject to a criminal and educational background check.
• Designated and/or random drug testing may be required.
• Regular and predictable attendance is required.
• Typical hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends.
• Must be a US citizen.

Physical Requirements:  The employee must be able to navigate the medical center, use a keyboard, and lift up to 25 lbs.  Reasonable accommodation may be considered in determining an applicant’s ability to perform the duties/functions of the position.