Advertised Summary Job Description: The Research Administrator is responsible for providing grants administration and executive assistance to ensure the effective execution of financial and administrative tasks required in the management of an active research program. The Research Administrator ensures the efficient and effective execution of pre- and post- award management, including assistance in the review and preparation of proposals and budgets, account setup, coordinating expenses and reimbursements, monitoring projects for compliance, analyzing and forecasting trends, assisting with closeouts and reconciliations. The Research Administrator provides administrative support for various needs for two senior faculty PIs, including managing their correspondence, calendaring, shipments and letters of recommendation, travel and business expenses, purchasing, planning, visitors and meeting arrangements, maintaining records, and other responsibilities and projects as may be needed.
Characteristic duties include:
Develops and monitors a dashboard of grant portfolios for PIs. Coordinates with the CNI finance staff to initiate all expenditures and reimbursements; monitors project expenses for compliance, identifying and forecasting trends in spending that exceed current funding levels, assists with recommending budget modifications; provides strategies to effectively manage spending patterns and mitigate business risk, assists with reviewing and closing all open commitments; assists with award close-outs. Performs monthly, annual, and other periodic reconciliations of grant accounts for PIs review and approval. Conducts other periodic and ad hoc analyses and provides reporting to the CNI grants team.
Reviews and assists in the preparation of grant applications, contract proposals, and other related documents to ensure adherence to departmental, School, and University policies and standard operating procedures (SOPs), funding agency specifications, and other relevant rules and regulations. Assists in data collection, writing, collating, and editing and proofing. Coordinates the proposal budget preparation, review of proposal against requirements, and submission to sponsoring agencies, often within tight time-frames. Collaborates closely with the Grants and Contracts Managers in the Dean's Office, and with SPA/SPF as required.
Preparing and editing correspondence, reports, and presentations: sends packages and letters of recommendation, serves as the main point of contact with students and staff for recruitment purposes and occasionally will compose and handle correspondence on behalf of the faculty member.
Process travel and business expenditures. Assist with purchasing orders.
Manages the scheduling and calendaring for 2 senior faculty members. Provides a variety of administrative support functions, including but not limited to, visitor travel arrangements, meeting arrangements such as, reservations, PIs travel, A/V, catering, and preparation of meeting materials.
Organizing and maintaining files and records; tracks recommendation letters. Keeps up-to-date CVs of faculty members. Maintains records of expenses.
General Minimum Qualifications: Bachelor Degree and/or its equivalent required. Minimum 2 years of related experience, preferably in executive assistance, financial accounting and/or grants administration.
Additional Specific Minimum Qualifications: Experience in higher education or other large, complex institution desirable.
The preferred candidate will have basic understanding of applicable federal, state, and other sponsor regulation related to sponsored projects, including OMB Uniform Guidance, with strong preference for knowledge of Columbia policies governing sponsored projects and grant research compliance, and internal procedures and systems for pre- and post-award financial management. Must have the ability to utilize sound fiscal accounting practices and procedures to account for receipt of grant funding and prepare necessary reports.
Familiarity with Columbia financial systems, particularly the Accounting at Columbia (ARC) system, is also desirable, along with experience with running financial report for project reconciliation, budgeting in the University Budget Tool, handling labor accounting in People @ Columbia (PAC), working in the Financial Front End (FFE) and RASCAL systems.
Must have excellent interpersonal, communication, and organizational skills. Ability to establish priorities, work under pressure, and exercise independent judgment and discretion is necessary. Ability to react quickly and effectively to other inquiries from a variety of management levels with comprehensive and accurate information in a wide variety of contexts and changing priorities is needed. Must be detail oriented and possess quantitative skills with proficiency in analyzing spreadsheets using Excel. Must have functional proficiency with MS Office including Word and Excel.
Must be able to lift items weighing 10-15lbs.
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_174975
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.