Senior Grant Administrator

Position Summary

The Department of Pediatrics at Columbia University Irving Medical Center is seeking a Research Administration Manager to join our Research Administration team in a full-time position. Columbia University Medical Center’s Department of Pediatrics is a world leader in providing care for children. Our mission areas include Healthcare, Education and Research. We offer care for our patients in over 25 specialty areas as well as individualized care for complex cases. Our Residency, Fellowship and Graduate programs are among the best in the Nation. Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside.

Responsibilities

• This position requires a firm understanding of grant finances, policies and procedures.
• The incumbent must take on full responsibility meet broad metrics for their portfolio in order for the department meet its goals
• Communicate, in a timely manner, any anticipated issues, road-blocks, problems, etc. related to Uniform Guidance, university policies
• Be prepared to demonstrate independent thinking to find solutions to previously unmet or less familiar situations
• Readily accept new responsibilities and assignments as needs arise
• Active Award Monitoring
  • Provide expert, efficient and effective monitoring for active awards to faculty and administrators
  • Support faculty with tracking of report due dates and preparation of annual and final reports
  • Provide regular periodic reports to all PI’s to apprise the PI of the financial status of their sponsored award portfolio
• Advise and ensure adherence to all federal, university and departmental guidelines, policies, and procedures
• Be familiar with the grants and PI’s assigned to your portfolio
  • Utilize tools and resources to actively manage the entire portfolio assigned to you
• Good math skills are a must
• The experienced candidate must have good facility & aptitude with excel and understand post-award grants budgeting
• The incumbent must perform calculations regularly for salary distributions and post-award management
• Provide regular periodic reports to all PI’s to apprise the PI of the financial status of their sponsored award portfolio
• 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 and lend expertise to refine budget justifications and various components of an application
  • Review and format proposal documents to ensure compliance with sponsor guidelines and maximize the proposal’s impact
  • Ability to navigate various proposal application processes & electronic proposal systems
  • Liaise with other departments/schools/universities to obtain required application documents for collaborative proposals/sub-awards
• Work with administrative offices on award acceptance and project account set up including sub-awards
  • Establish new awards and sub-projects, with correct budgets and documentation
  • Obtain sponsor approvals for no cost extensions, re-budgeting, and carry over requests.
  • Ensure possible/actual restrictions (human subject, animals, compliance, etc.) are resolved in a timely manner
• Maintain records in accordance with internal procedures in an organized and transparent manner
• Maintain records in accordance with internal procedures in an organized and transparent manner
• Use shared resources/files/folders to ensure precision and consistency
  • Actively collaborate to create and maintain shared tools and files
• Update shared files
• Ensure the accuracy and timeliness of grant-related invoicing, expenditures, payments, requisitions, purchase orders, etc.
  • Comply with rules & regulations of the University, sponsors, agreement terms, etc. in all areas of expenditures, effort, transactions, equipment, etc.
• Special attention for all aspects of sub-award management (incoming and outgoing/SAPO)
  • Track all SAPO invoices,
  • 100% accuracy with all aspects of sub-awards
• Follow departmental and university policies to distribute salary in an accurate and timely fashion for all grant related personnel
• Annual & quarterly processes to support reporting and financial planning
  • Work with staff, investigators and department managers to certify effort and other required attestations
• Support quarterly and annual Fiscal Year budget procedures
• Assist in the University year end closing procedures
  • Includes IC sharing process, over-runs, etc.
• Communication - Cooperates and communicates effectively and harmoniously with supervisor, faculty, peers, general staff and other personnel, courteous and professional manner.
• Be familiar with requirements for NIH and other proposals:
  • Understand the documents required and general parameters for all documents
  • NIH rules & requirements for specific documents including but not limited to: biosketch, other support, narrative, summary, resource sharing plan
• Be professional in manner
  • Responds constructively to demands of work challenges when confronted with change, ambiguity, or scarcity of resources
• Actively participate in regular and ad-hoc meetings
• Communicate in a polite, respectful manner to all stakeholders
• Collaborate with the Pediatrics Research Administration team and other administrative teams
• Perform other related duties and responsibilities as assigned/requested

Minimum Qualifications

• Bachelor’s degree or equivalent in work experience plus four years of related work experience.

Preferred Qualifications

• Grants Management certification desirable.
• Knowledge of Columbia University account management system (ARC) is a plus.
• 6 years of progressively responsible pre-award and grants management experience.
• Experience with managing federal and private grants and clinical trials and in an academic healthcare environment preferred.

Other Requirements

• Excellent knowledge of MS Office (Excel, Outlook, Word): essential.
• Demonstrated ability with NIH systems and procedures (ASSIST, eRA Commons, NIH RePORT): desirable.
• Professionalism demonstrated by excellent interpersonal relationship-building.
• High degree of organization.
• Ability to work well with others under tight deadlines and maintain a positive attitude.
• Demonstrated ability to work independently and effectively manage own workload.
• Outstanding written and oral communications skills.
• Light Level of Physical Activity Required.