Columbia University Grants Analyst in New York, New York
Requisition no: 519494
Work Type: Full Time
Job Type: Officer of Administration
End Date if Temporary:
Hours Per Week: 35
Reporting to the Director of Finance and Administration, and working in close coordination with the BME Grants Manager, the incumbent is responsible for all aspects of pre-award and post-award grant administration of assigned Principal Investigators / grants. In close cooperation with faculty, manages preparation of grant proposals, conducting the full range of activities required to prepare, submit and manage grant proposals to federal and state government, foundations and corporate sponsors; determining format and requirements of proposals for content and ensuring compliance with the federal, University and sponsor policies and requirements. Provide a dedicated professional level sponsored funds management with specific responsibility for pre-award and post-award functions. This role functions at a junior professional officer level, with full responsibility for independent management of assigned grants/contracts, including those from NIH, NSF, DOD, foundations, industry, and other sponsors. Ensure compliance in all areas related to grant and contract management, including federal, University and sponsor policies and requirements, internal protocols and operating procedures, conflicts of interest.
(40%) Pre-award. Pro-actively manages the pre-award process for the assigned PI/grant portfolios. Provide planning, instruction, preparation assistance and support related to grant application procedures. Develop and review budgets and related justification for appropriateness and completeness of content. Ensures that all applicable direct and indirect costs have been applied. Provide groundwork for subcontract negotiations as needed. Maintains up-to-date list of planned grant submissions. Works with Principal Investigators to prepare complete grant proposal packages by established deadlines. Assists PIs in all aspects of pre-award grants management to ensure timeliness, accuracy, and compliance. Assembles and reviews grant proposals, contract proposals, outgoing sub-awards and other related documents. Ensures completeness and compliance with federal, University and sponsor policies and requirements. Coordinates proposal budget preparation, review of proposal against sponsor and University requirements, obtaining departmental approvals, submission to SPA and submission to sponsoring agencies, often within tight timeframes. Prepares Just-in-Time and other pre-award information as needed. Serves as departmental point of contact and knowledge resource on grant proposal matters. Prepares, updates proposal guidelines, forms and checklists to facilitate pre-award process. Provides PIs with updates on government and University grant policies and procedures.
(40%) Post-award. Pro-actively manages all post-award aspects for the assigned PI/ external and internal grants portfolios, working closely with the department finance personnel, lab personnel, Sponsored Projects Finance. Conduct complex award management activities and provide oversight to other employees, including monitoring and managing accounts, audits, evaluations and reporting. Reviews Notices of Award, award terms and conditions, variances between the proposals and awards. Sets up awards, project budgets and fiscal year budgets, personnel effort allocation. Regularly monitors expenses, obligated balances, variance between actual expenses and budgets, grant expense eligibility, A/P and purchasing transactions. Reviews effort / payroll allocations on grants against the budgets; initiates effort / payroll allocation updates as needed. Develops and monitors comprehensive post-award reports and a dashboard of grant portfolios for departmental PIs. Prepares quarterly grants attestations, performs grant financial analysis to identify and forecast trends in spending and potential shortfalls or overdrafts, recommending strategies to effectively manage spending patterns and mitigate business risk. Reviews and resolves all open commitments and overdrafts, re-budgeting when necessary, completing project close outs, and performing general financial reconciliations. As needed for the assigned PIs / grants, liaises with central offices such as SPA and SPF, collaborates with other CU faculty and departments, works closely to ensure all financial activities on projects are within the University, Government and sponsor policies and procedures. Maintains all pertinent records, files and documents. Assists PIs with annual effort certification. Provides grant audit support as needed. Ensure that post-award commitments and responsibilities are completed, projects reviewed and reconciled for closeouts, cost transfers processed as needed for grant close-outs.
(10%) Reporting. Produces and helps BME Grants Manager and DFA develop financial, personnel and other reports to facilitate all pre- and post-award activities. Assists PIs with preparing and submitting progress reports, including developing projected budget for next budget periods, initiate reports in ERA Commons, ensures submission of the Conflict of Interest and other research compliance, review all finalized report documents. Responsible for financial planning, monitoring and preparation of reports regarding the department research and grant activity and effort reporting. Maintains up-to-date standard information packages for the assigned PI’s such as Other Support, Biosketches, Facilities and Resources; lab space / research infrastructure usage.Conduct complex award management activities, including monitoring and managing accounts, audits, evaluations and reporting
(5%) Subcontracts. Initiates and oversees the process of preparing and processing sub-contracts, works with PI’s to ensure sub-recipient financial monitoring. Works with Investigators, Administrators and Columbia University central administrative offices to prepare and process sub-contracts. Responsible for receipt of subcontract award documents, closeout documents, invoicing and final account closeout.
(5%)Perform other duties, as assigned.
Education . Bachelor's degree required in a technical, scientific, or financial field.
Experience . Must have at least three years of quantitative, analytical, financial analysis or reporting experience. Must have at least one year of grants-related or sponsored research-related experience. Must have an advanced level experience developing complex spreadsheets and using advanced financial analysis tools.
Experience or knowledge of accounting and budgeting policies and practices required. Proven ability to make independent judgments and to act on decisions on a daily basis. Customer service attitude focused on goals and quality management. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Skills . Must be detail oriented with excellent quantitative, analytical, organizational, interpersonal, oral and written communication and computer skills. Ability to work independently in a dynamic environment with changing priorities and multiple responsibilities required. Proven ability to multi-task and meet multiple deadlines is required. Ability to work effectively with faculty, staff, other departments while providing strong attention to detail. Ability to work discretely with confidential information. Must be customer service – focused, pro-active and a self-starter; capable of working with a diverse constituency, being flexible and maintain positive attitude while meeting strict deadlines.
- Preferred : Three or more years grants post-award or financial analysis / reporting experience, three or more years of grants pre-award experience with hands-on grant proposal submission experience with NIH grants. The ideal candidate will possess firm understanding of NIH and Columbia Sponsored Projects and financial policies. Thorough knowledge and understanding of Columbia University accounting, financial reporting system and related fiscal policies preferred. Experience in a higher education institution with engineering or medical research background. Master ’ s degree preferred. Experience with human subjects research / IRB protocols preferred. Knowledge of external Federal policies (such as Uniform Guidance), guidelines/procedures for grants and contracts, including NIH, NSF, DOD and other government and private funding mechanisms, proposal submission platforms such as InfoEd, ASSIST, Fastlane, Grants.gov preferred.
Columbia University will require COVID vaccination for all Columbia University members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: https://covid19.columbia.edu/ . Compliance with these measures is mandatory.
Equal Opportunity Employer / Disability / Veteran
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