Job Class: 8208A2
Job Title: Administrative Associate 2
Employee Class: Civil Service (non-union)
Appt Percentage 100%, 12-month continuing appointment
Supervisor: Prof. Theresa Reineke

About the Job: Lead support staff to Prof. Theresa Reineke in the Department of Chemistry. The support to Prof. Reineke is significant, serving her research group administratively and depending on experience, also be a scientific contributor to the research endeavor.

The position independently analyzes options, executes those tasks, while requesting input from faculty as needed, involving oversight and prioritizing multiple projects such as grant proposals, project reports, personnel matters, safety protocols, and financial monitoring.

This position is responsible for monitoring and reporting on financial accounts, lab safety protocols, preparing reimbursements, purchasing oversight, as well as proofing, editing and contributing to peer reviewed manuscripts, grant proposals and proposal submission, project reports, and professional support letters from the Reineke group.

35% Lead administrative staff for Prof. Theresa Reineke and her research group. Position will have direct contact with industrial partners and national funding agencies, participating in center meetings, and representing Prof. Reineke as necessary. This position also involves creating original content for center communications and liaison to other administrative units on and off campus. Maintains and updates group website and shared group documents. Manages and
submits stockroom card applications for Reineke Group members. Manage lab check-in and check-out data from new, current, and previous Reineke Group members. Proofreads documents such as proposals, manuscripts, fellowship proposals, and theses. Drafts and submits professional letters. Manages electronic data storage on group-specific sites and DRUM for the group and publications.

35% Support of research efforts of the Reineke Group, including data analysis, editing and submission of peer-reviewed academic manuscripts. Prepares presentations and original graphics for slides, posters, and figures. Assists in writing, editing and submitting grant proposals for a variety of national funding agencies and industrial partners. Creates and maintains the group’s safety documentation (standard operating procedures; SOPs), writes new SOPs as
necessary and interfaces with Reineke lab safety officers. Maintains rosters of group responsibilities and works with DEHS and CHEM Safety Committee as needed. Manages the Reineke Group’s Institutional Biosafety Committee (IBC) protocol and updates as necessary. Regularly meets with each group member to review laboratory notebooks and digital data management practices for the purpose of ensuring compliance with UMN and funding agency guidelines and to prepare group members for future jobs in industry and academia. Also coordinates group and subgroup research meetings.

Support and involvement of the UMN student group affiliated with the American Chemical Society’s Division of Polymer Chemistry and the Division of Polymeric Materials Science and Engineering. Coordination and management of collaborative grant proposal submissions.

30% Preparation, monitoring, and review of monthly budgets reports on all sponsored and nonsponsored funds, including large multi-department partnerships with Dow Chemical, Medtronic, federal funding agencies, and sub-awards from two other large federal research centers on campus. Calculating trends and future spending projections on all of the above. Working directly with departmental accountants. Identify budget/charge errors, questions and problems, and take follow-up action directly with accounting staff on behalf of Prof. Reineke.

Coordinates the preparation of grant proposal budgets and applications with faculty members, collaborators, department accounting staff and SPA staff, subawards. Prepares progress reports and final reports to federal agencies. May work directly with federal funding agency staff at times. Tracks purchasing and expense reimbursements. Submits requisitions for the group as necessary. Assist Prof. Reineke in travel and event management. This includes conference/meeting registration, hotel room reservations, and flight booking. Also assists in organizing site visits and postdoctoral candidate interviews.

Regularly prepares personalized budget reports for each Reineke Group member and meets individually on a regular basis to discuss the reports.