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Senior Grants Administrator


Senior Grants Administrator

  • 533122
  • Medical Center
  • Pediatrics
  • Full Time
  • Opening on: Jan 7 2023
  • Grade 105
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $95,000 - $105,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Department of Pediatrics at Columbia University Irving Medical Center is seeking a Senior Grants Administrator 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. The 2020 Blue Ridge Institute of Medical Research ranks Columbia Pediatrics as the #1 NIH-funded Pediatrics Department in the Northeast with over $23 million in NIH funding, while our industry-funded clinical trials portfolio is ever-growing.


Pre Award 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 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.
  • Advise and ensure adherence to all federal and university guidelines, policies, and procedures.
  • Work with administrative offices on award acceptance and project account set up including sub-awards.
  • Collaborate with the Director of Research Administration, Sponsored Projects Administration and Sponsored Projects Finance on project account management, sub-contract management, and project closeout.
  • Establish new awards and sub-projects, with correct budgets and documentation.
  • Support faculty with tracking of reports due dates and preparation of annual and final reports.

Post Award Duties:

  • Provide efficient and effective post-award accounting reconciliation to faculty and administrators.
  • Maintain records in accordance with internal procedures in an organized and transparent manner.
  • Comply with rules & regulations of the University, sponsors, agreement terms, etc. in all areas of expenditures, effort, transactions, equipment, etc.
  • Work with staff, investigators and department managers to certify effort and other required attestations.
  • Distribute salary in an accurate and timely fashion for all grant related personnel. 
  • Ensure the accuracy and timeliness of grant related invoicing, expenditures, payments, requisitions, purchase orders, etc.
  • Support annual financial planning and year end close and assist in the University year end closing procedures.
  • Assist in quarterly and annual budget procedures.
  • Obtain sponsor approvals for no cost extensions, re-budgeting, and carry over requests.
  • Perform other related duties assigned.

Minimum Qualifications

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

Preferred Qualifications

  • Grants management certification desirable; and 4 years of progressive responsibility with pre and post award grants management experience.
  • Firm understanding of grant finances, including budgeting.
  • Strong facility and aptitude with Excel and knowledge of post-award grants budgeting.
  • Experience performing calculations regularly for salary distributions.
  • Knowledge of Columbia University account management system (ARC) is a plus.

Other Requirements

  • Excellent knowledge of MS Office (Excel, Outlook, Word).
  • Demonstrated ability with NIH systems and procedures (ASSIST, eRA Commons, NIH RePORT).
  • Professionalism demonstrated by excellent interpersonal relationship-building and 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 may be required.

Equal Opportunity Employer / Disability / Veteran

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

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