Assistant Director, Grants and Administration

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: Pupin
• Salary Range: $100,000 - $115,000

Position Summary

Reporting to the Director of Academic Administration and Finance (DAAF), the Assistant Director plays a central role in supporting the Columbia Astrophysics Laboratory (CAL) and the Department of Astronomy through comprehensive grants and financial administration. Working closely with faculty, staff, and central administrative offices, the Assistant Director ensures smooth and compliant proposal management and assists with the administration and operations of CAL's wide portfolio of astrophysics research grants. This role is ideal for an individual with strong organizational and communication skills who thrives in a fast-paced, team-based academic setting and is committed to supporting cutting-edge research in astrophysics.

This position is critical for ensuring the timely and accurate submission of grant proposals, maintaining compliance with institutional and sponsor requirements, and supporting principal investigators in advancing CAL's world-class research. The incumbent oversees a broad portfolio of pre-award activities—including proposal development, budget preparation, submission coordination — and post-award activities, including compliance monitoring, financial and effort reporting, and award lifecycle management. Additionally, the incumbent assists with coordinating related grant-funded appointments essential to research operations. These include onboarding and payroll for postdoctoral researchers, students, and staff, recruitment coordination, and visa support.

The Columbia Astrophysics Laboratory is a thriving hub for world-class astrophysics research and a vital link between the Physics and Astronomy Departments. CAL functions as a collaborative research space and an administrative center supporting large-scale experimental projects while easing operational burdens for researchers. CAL's success rests on focusing on diverse research areas, including gravitational waves, dark matter, cosmic structure formation, galaxy and black hole evolution, star formation, gas and element distribution, exoplanet and habitability studies, and astrochemistry.

Responsibilities

Pre-Award Activities

• Provide Principal Investigators (Pls) with pre-award financial administration support.
• Serve as a liaison between the Pls and the Sponsored Projects Administration (SPA). Initiate proposals in SPA's internal review system, RASCAL, as well as through the submission portals of various agencies.
• Proactively research, identify, and communicate funding opportunities to Principal Investigators to support ongoing and future research initiatives.
• Provide support and review for Pls during the development and finalization of proposal budgets, current and pending support forms, and other submission materials.
• Review notices of award, agreements, contracts, and MOUs to ensure they align with the proposal scope, mission, and university policies.

Post-Award Activities

• Oversee aspects of the award lifecycle, including project setup, budget monitoring, progress and effort reporting, no-cost extensions, carryovers, and closeouts.
• Support Principal Investigators in preparation and submission of annual and final project reports.
• Maintain accurate financial data in university systems (e.g., FinSys) for newly awarded projects and ongoing accounts.
• Review and coordinate subcontract agreements and amendments in collaboration with Columbia's sub-award team.
• Partner with Sponsored Projects Finance (SPF) in the preparation and submission of sponsor financial reports in compliance with institutional and sponsor requirements.
• Maintain records in accordance with internal procedures, demonstrating compliance with sponsor agreements and University regulations concerning project expenditures, equipment, and other fiscal concerns.
• Perform calculations for salary distributions and post-award expenditure management. Process and approve payroll accounting transactions as needed. Partner with A&S HR on clearing suspense as needed.
• Perform and update monthly budgeting, projecting, and reconciling of finances.

Grant-Funded Appointments & Financial Operations

• Assist DAAF and faculty in managing appointments, reappointments, and terminations for officers of research and grant-funded graduate students.
• Serve as the primary point of contact with ISSO on visa matters.
• Support DAAF in the effort certification process for sponsored projects.
• Assist DAAF with quarterly and annual departmental budget submissions and revisions.
• Assist DAAF in identifying opportunities to streamline and improve processes, providing input for automating processes, and actively implementing changes, as needed.
• Serve as backup to the DAAF for purchasing, accounts payable, expense reviews, and approvals, including travel reimbursements, check requests, purchase orders, requisitions, service agreements, subcontracts, and P-Card transactions.
• Process financial transactions (ITFs, journal vouchers, payroll changes/allocations, etc.).
• Manage highly sensitive and confidential data with discretion. Prepare ad hoc reports for the DAAF.

Minimum Qualifications

• 3-5 years of related experience.
• Bachelor’s Degree and/or equivalent experience required.

Preferred Qualifications

• Demonstrated background in research administration, with a focus on STEM-related projects and compliance requirements.
• Understanding of federal research compliance requirements (e.g., Uniform Guidance, NSF, NASA).
• Working knowledge of Columbia’s proprietary systems (ARC, PAC, FinSys, RASCAL, etc.)
• Experience in higher education or non-profit.

Other Requirements

• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Working knowledge of enterprise Financial and Human Resources Information Systems, Microsoft Office, and relational databases.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical, and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Ability to navigate and work well in an interactive team environment.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.