Advertised Summary Job Description: Working closely with the Divisional Administrator, Division Chief and faculty, the Grants Financial Coordinator provides administrative support for the day to day operations of the division. Serves as backup to the Divisional Administrator in their absence with operational and financial accountability and discretion.
The Grants Financial Coordinator will perform monthly, quarterly and annual project account reconciliations; monitor financial expenditures to ensure compliance with the University and sponsor policies. Review and process travel and business expense reports; invoices, requisitions, journal and cost transfers, serve as liaison with Central Accounts Payable department as well as with outside vendors. Assist with developing budgets and managing department funds from a variety of sources including university funds, government and private sources. Assists in monitoring financial activities to assure compliance with university and contract proposals. Assist in Administering and processing personnel activities for professional and support staff. This includes University and hospital appointments and reappointments and promotions for instructional and research faculty, visa processing and renewals and maintaining faculty and staff records.
Together with the Divisional Administrator, serve as a resource for faculty with electronic grant submission using ASSIST, InfoEd and other electronic application systems. Assist with the development and review of grant proposals; preparing budgets; maintaining detailed, up-to-date records of PI's other support, biosketches and grant submission documents. Assist in preparing Just in Time (JIT) requests. This includes updating "other support" for senior key personnel, IRB and IACUC documentation and human subject's protection training documentation. This includes working with PI's to ensure that modifications to IACUC protocols are submitted and congruence letters are issued for submission with JIT's. Ensure that a Rascal proposal tracking record has been created and registered prior to submission of proposals to Sponsored Projects Administration for review. Ensure that conflict of interest and other necessary compliance requirements have been met e.g. Training in responsible conduct of research, financial conflicts of interest and research for PHS researchers. Work with Sponsored Projects Administration and Sponsored Projects Finance on new award setups, carryforward requests, requests for prior approval, no cost extensions, indirect-cost waivers, cost sharing, re-budgeting, closeout and other aspects of grant accounting. Assist with submission of progress reports to NIH and other federal agencies and non-federal sponsors.
Coordinate autoclave activities. i.e., work with the Technician(s) to resolve issues as they arise, maintain a record of all sign-in sheets, annual contracts and billing information for members, coordinate annual contract renewal. Monthly billing of services. Organize laboratory and research meetings. Assist Division Chief and faculty to prepare letters, schedule meetings and forms as needed. Draft and edit correspondence. Support procurement functions of the division. Perform other responsibilities as needed.
General Minimum Qualifications: Bachelor's degree or equivalent in education and experience, plus three years of related experience.
Additional Specific Minimum Qualifications: Experience with grant pre and post-management financial analysis. Excellent knowledge of Microsoft Office with proficiency in Excel. Ability to work under pressure with multiple and competing deadlines. Must be highly organized, with excellent communication and follow up skills. Must be detail oriented, self-motivated and demonstrate initiative and resourcefulness in adapting to sudden changes and a willingness to learn. S/he must take initiative, be able to prioritize, multi-task, and follow-up. Ability to work well with others, as well as independently.
Preferred Qualifications: Familiarity with the University's complex financial system modules such as ARC, DARTS and Budget Tool. Knowledge of Federal, State, and University policies and regulations regarding the receipt and administration of grants and contracts.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_174492
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.