Reporting to the Director of Research Administration, the Grants Administrator's main functions are to support both pre-award and post-award functions. Pre-award duties include supporting principal investigators with preparation, submission and pre-award administration of grants, contracts, and clinical trials. Post-award duties include account set-up, regular reporting of finances to the PI, salary distribution, monitoring expenditures, managing sub-award contracts and annual progress reports. Collaboration with Division Administrators is integral to all duties.
Support faculty and fellows with the development, review, submission and renewal of various types of sponsored projects from a variety of sponsors including NIH, private foundations, government, and industry.
Develop grant budgets/budget justifications and of various components of an application
Reviewing and formatting proposal documents to ensure compliance with sponsor guidelines,
Completing application packages and entering proposals on electronic systems.
Liaising with other departments/schools/universities to obtain required application documents for collaborative proposals/sub-awards.
Ensure compliance with sponsor guidelines, application processes, policies and regulations
Advise and ensure adherence to all federal and university guidelines, policies, and procedures.
Identifying research funding opportunities and facilitating research collaborations and partnerships.
Work with administrative offices on award acceptance and project account set up including sub-awards.
Collaborate with the Director of Research Administration, the Pediatrics post-award team and Sponsored Projects Finance on project account management, sub-contract management, and project closeout. Verify that award setups, budget and project periods, and budget revisions in the financial system are accurate, and coordinating with the
Support faculty with tracking of reports due dates and preparation of annual and final reports.
Obtain sponsor approvals for no cost extensions, re-budgeting, and carry over requests.
Leading the office's internal communications and outreach program.
Supporting effort reporting, annual financial planning and year end close.
Maintain accurate and updated files of proposals and awards, the research administration calendar with all milestones, grants expiration dates and reports due dates; tracking all due dates, and keeping detailed record of PI other support and bio-sketches.
Provide efficient and effective post-award accounting services to faculty and administrators, including monthly grant reconciliations, grants financial reporting, for assigned grants/divisions.
Maintains records in accordance with internal procedures, demonstrating compliance with sponsor and sponsor agreements, and University regulations concerning project expenditures, equipment, and other fiscal concerns.
For assigned grants/ divisions, secures timely and accurate quarterly attestations from Principal Investigators in coordination with their Division Administrators, for the assigned grants portfolio following Sponsored Projects and University requirements, utilizing Web Viewer and any other Sponsored Projects developed tools.
Responsible for accurate and timely payroll accounting for assigned grant related personnel including initiating and documenting salary distributions, cost transfers, clearing suspense and repository accounts.
Responsible for assigned grants/divisions, for ensuring the accuracy and timeliness of grant related invoice and expenditure payments, requisitions, purchase orders, interdepartmental invoices, expenditure corrections, and journal entries. Keep tracking system and documentation of all invoices received and paid.
Responsible for assigned grants/divisions, for preparing patient care invoices for non-industry funded clinical trials.
Responsible for assigned grants/divisions, for setting up new grant budgets in budget tool and informing ChartString to PIs and divisions.
For assigned divisions, keeps an updated inventory of active grants and of those that have closed making sure that all necessary entries have been timely and accurately made to grants before their closing.
Assists, as required, in quarterly and annual budget procedures including loading grants fiscal year budgets and salary to budget tool.
Assists in the University year-end closing procedures, including, but not limited to, ensuring there is no grant overrun, all necessary grant expenses have been posted, SAPOS and POs are correctly accounted for and encumbered in ARC Sponsored Projects Financial reports.
Assists, as required, in grants invoicing, closeout and validations
Assists in the effort certification process.
Any other related duties assigned.
Bachelor's degree or equivalent in education and experience, plus three years of related experience
Excellent knowledge of MS Office (Outlook, Word, Excel, PowerPoint): essential
CRA certification desirable
Knowledge of content-management frameworks (such as Drupal): desirable
Knowledge of marketing automation platforms (such as Mailchimp): desirable
Experience with managing federal and private grants and clinical trials in an academic healthcare environment preferred
Professionalism, outstanding written and oral communications skills, excellent interpersonal and organizational skills, effective customer service skills, ability to work well with others under tight deadlines, and a demonstrated ability to work independently and effectively manage own workload.
Knowledge of online proposal submissions and grants management systems (ASSIST, Info Ed, NIH Commons, NIH RePORT, grants.gov)
Knowledge of Columbia University account management system (ARC) desirable.
Level of Physical Activity Required:Light
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 503332
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.