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Senior Manager, Sub-Awards

ICAP at Columbia

Senior Manager, Sub-Awards

  • 527292
  • Medical Center
  • ICAP at Columbia
  • Full Time
  • Opening on: Jul 5 2022
  • Grade 105
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range:

Position Summary

Reporting to the Chief Financial Officer, the Senior Manager, Sub-Awards is responsible for the day-to-day management and administration of all sub-agreements and sub-contracts executed under ICAP grants and contracts. The Senior Manager, Sub-Awards interprets terms and conditions as well as associated rules and regulations, as they apply to competing, negotiating and administering subcontracts and grants under prime contracts and Cooperative Agreements. The position provides support to project management unit liaison staff during every stage of the subcontract/grant life cycle, evaluates program personnel training requirements, develops and delivers training, seminars and other resources and support all audit actions performed at ICAP headquarters and field offices in coordination with Country Sub-Award Representatives, Finance Directors, Country Directors and New York-based colleagues supporting Awards Management and Project Portfolio Management.

The Senior Manager, Sub Awards supervises a team of Sub-Awards Managers responsible for the day-to-day administration and oversight of sub-awards and sub-contracts.    

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.


  • Act in the capacity of subject matter expert to provide staff with guidance on and interpretation of Federal, State and local as well as all donor regulations, terms and conditions, as they relate to the life cycle administration of subcontracts and grants (10%)
  • Monitor organizational risks including but not limited to tracking funding delays, execution of subcontracts, expired authorizations, delayed payments and advances to subcontractors and vendors (10%)
  • Supervises a team of NY-based subaward managers that facilitates the successful execution and delivery of sub-award and sub-contract administration to field offices and supports the work of the wider ICAP community including but not limited to the Finance Unit. (10%)
  • Reviews and internally approves all sub-agreements to ensure that donor and University requirements are fully addressed including relevant donor-required terms and conditions. (10%)
  • Serves as ICAP’s main point of contact with MSPH SPA and CU Purchasing/Accounts Payable to facilitate submission and approval of sub-recipient award packages, donor concurrence requests, wire requests, major procurements and other administrative actions. (10%)
  • Manage sub-award agreements to partners, including development of sub-award agreement documents, reviewing quarterly narrative and financial reports, processing payments, ad hoc support, and closeout; (10%)
  • Writes, using approved templates, all portfolio sub-agreements including relevant federal flow-down terms and conditions and obtains CU Sponsored Project Administration (SPA) signatures for fully executed agreements (10%)
  • Responsible for timely resolution of internal and external issues/problems related to grants, subrecipient and subcontract administration (5%)
  • Works collaboratively across ICAP to design new and improved internal systems, tools, and templates to improve sub-recipient award monitoring, evaluation and compliance. (5%)
  • Coordinates the provision of training and technical support to ICAP country offices and ICAP sub-recipients, as needed to improve their administrative systems, monitoring capacity and financial management capacity (5%)
  • Leads the review and adaptation of ICAP SOPs related to sub-recipients awards to ensure compliance with USG and CU requirements (5%)
  • Design and implement compliance grant programs, including risk assessment, subrecipient monitoring and oversight and audit determinations. (5%)
  • Performs other related duties as assigned (5%)

Minimum Qualifications

  • Bachelor’s degree or equivalent in education and experience.
  • Minimum of four (4) years of directly related experience
  • Advanced knowledge of OMB Uniform Guidance; Federal Acquisition Regulations: 22 CFR 226 and 22 CFR 228 and the grants policies of HHS (CDC and HRSA), NIH and USAID
  • Demonstrated experience in preparing and managing US Government grants and contracts
  • Demonstrated experience in exercising sound business judgment to wisely prioritize and successfully perform multiple and complex tasks under pressure
  • Ability to maintain and build professional relationships internally and externally; Communicate effectively both orally and in writing with staff and people from diverse cultures and backgrounds
  • Demonstrated proficiency in the use of Microsoft Office Suite (especially Word, Excel and PowerPoint).
  • Outstanding organizational skills with demonstrated ability to manage staff in the prioritizing of multiple projects with conflicting deadline pressures and competing priorities
  • Higher level critical thinking and complex problem solving and attentiveness to detail
  • Demonstrated experience working in a multi-disciplined, team environment consisting of various levels and types of employees
  • Integrity and professional discretion when handling confidential matters
  • Experience in cost and price analysis, award negotiations, subcontract management, procurement, performance auditing, and dispute resolution
  • Ability to analyze financial data and prepare financial reports
  • Proven background in using ERP systems

Preferred Qualifications

  • Master’s degree in relevant field preferred
  • Minimum two (2) years of supervisory experience
  • Experience working with international non-profit or academic institutions sponsored projects

Other Requirements

  • 2-4 international trips per year which may last up to 2 weeks in duration

Equal Opportunity Employer / Disability / Veteran

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

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