• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $80,000.00 - $90,000.00

Position Summary

The Department of Pediatrics at Columbia University Irving Medical Center is seeking a Grants Administrator to join our Research Administration team in a full-time position. This is a hybrid role requiring on-site work. 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

Duties and Responsibilities:

• This position requires an introductory knowledge of grant finances, policies and procedures  

• Through teamwork, dedication to on-the-job training and communication, learn best practices of grants management
  • Utilize tools and resources to actively manage the entire portfolio
  • Work with the Sr. Director, to learn how to solve issues
  • Become familiar with the grants and PI’s assigned to your portfolio

• Good math skills are a must
• The 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

• Become familiar with requirements for NIH and other proposals:
• Work with team members and the Sr. Director to understand the documents required and general parameters for all documents
• Learn the rules & requirements for specific documents including but not limited to: biosketch, other support, narrative, summary, data management and sharing plan, etc.
• Increase knowledge of, or learn to use, various systems for proposal submission (ASSIST, Proposal Central, Grants.GOV, etc.)

• Support faculty and fellows with review, submission and renewal of various types of sponsored projects
  • Learn to work with a variety of sponsors including NIH, private foundations, government, and industry 
  • Learn to develop grant budgets and 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
• Active Award Monitoring
  • Learn to use Columbia’s Enterprise Resource Systems
  • Provide 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

• Work with team members and the senior director on methods and best practices to advise and ensure adherence guidelines, policies, and procedures   
• The incumbent will, within a short time, manage a portfolio of sponsored projects at the direction of the Sr. Director
• Communicate, in a timely manner, any anticipated issues, road-blocks, problems, etc. related to Uniform Guidance, university policies
• Work to improve upon independent thinking skills to become adept at finding solutions to previously unmet or less familiar situations 
• Readily accept new responsibilities and assignments as needs arise 

• 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.

• Learn and 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 
• Learn the University and Department 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
• Communication - Cooperates and communicates effectively and harmoniously with supervisor, faculty, peers, general staff and other personnel, courteous and professional manner.

• 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

• Requires a Bachelor’s degree or equivalent in education and experience required plus three years of related experience.

Preferred Qualifications

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

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

Equal Opportunity Employer / Disability / Veteran

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