Manager, Research Administration

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Standard Work Schedule: 9-5; 10-6
• Building: Schermerhorn Hall
• Salary Range: $69,884- $76,900

Position Summary

Reporting to the Associate Director of Finance and Administration (DFA), the Manager of Research Administration is the lead administrator for pre- and post-award grant activities, acting as the department's representative to sponsoring agencies. The Grants Manager is responsible for the entire lifecycle of grants, including proposal preparation, compliance review, budget oversight, financial reconciliation, and reporting. This position ensures adherence to grant and contract regulations while assisting principal investigators and fostering effective communication with funding agencies.

Responsibilities

Proposal Preparation & Compliance:

• Review and prepare grant proposal budgets and faculty and application packages in various electronic portals.
• Ensure proposals comply with extramural sponsor requirements, university guidelines, and regulatory standards.
• Facilitate the pre-submission review process, providing guidance on budget revisions and compliance documents.
• Review Current & Pending Support (C&P), biosketches/CVs, review accuracy, and resolve discrepancies.
• Obtain necessary institutional approvals and route proposals to central Sponsored Projects Administration (SPA) for submission.
• Ensure compliance with requirements such as Conflict of Interest disclosures and internal forms. Act as a liaison between faculty and sponsors, guiding researchers through the proposal process.
• Manage and resolve issues related to proposal submissions, compliance, and documentation.
• Work with internal stakeholders to ensure accurate and timely submission of proposals.
• Prepare and maintain records of all proposal submissions and revisions.

Training & Technology:

• Promote and provide training on pre-award systems, including Rascal, SciEnCV, and sponsor-specific application systems.
• Develop training materials and offer guidance to researchers and administrators.
• Collaborate with the Associate Director of Finance & Administration to implement operational priorities and track performance metrics.

Grant Management:

• Oversee the entire lifecycle of grants and contracts, ensuring financial activities align with funding guidelines.
• Monitor grant milestones, deadlines, and reporting requirements, ensuring timely completion of deliverables.
• Coordinate the opening and closing of grant accounts, ensuring proper financial reconciliation and adherence to sponsor regulations.
• Process salary distributions, cost transfers, and assist with quarterly/annual budget submissions.

Financial Reconciliation & Reporting:

• Prepare and review financial reports, including spending projections and monthly budget analysis of grants.
• Work closely with the DFA and other administrative teams to perform fiscal year-end closing and variance analysis.
• Advises principal investigators and administrators on budget management, grant spending, and reporting compliance.
• Prepare quarterly and annual grant attestations and assist with fiscal reporting for sponsored projects.

Compliance & Risk Management:

• Advise on compliance matters related to sponsored projects, ensuring accurate interpretation and policy adherence.
• Manage purchase requisitions for scientific and technical equipment with sponsored funds.
• Liaise with the Office of Sponsored Projects Administration (SPA) regarding no-cost extensions, re-budgeting, and carryover requests.

Operational:

• Act as a liaison between faculty, researchers, and external stakeholders, ensuring smooth communication throughout the grant process.
• Address and resolve project activities, funding, and reporting issues.
• Tracks and evaluates key performance indicators to assess customer satisfaction and operational efficiencies.
• Manage IICD Adobe licenses.
• Manage corporate card transactions for restaurant expenses during social events, speaker dinners, and guest accommodations through the hotel.
• Guides allowable expenses according to the Travel Policy.
• Initiate new vendors through the PaymentWorks system, provide system instructions, and ensure vendors update forms as required.
• Maintain and update the ARS allowance spreadsheet.
• Oversee capital equipment purchasing requests and process payment vouchers.
• Reconcile corporate card and P-card purchases.
• Serve as the initial reviewer for ARS and postdoc expense reports.
• Manage student casual payroll, including reminders for timesheets, data entry in Finsys, and processing signed timesheets.
• Process P-card payments for conference registrations and related expenses.
• Perform additional duties as assigned by the Associate Director of Finance and Administration.

Minimum Qualifications

• Bachelor's degree or equivalent experience.
• At least 3 years of relevant experience in a research administration environment, financial management, or grants management.
• Strong knowledge of sponsor and university guidelines for extramural funding.
• Proven ability to collaborate with a wide range of stakeholders, including researchers, senior leadership, and external partners.
• Excellent time management, communication, and organizational skills.
• Proficiency in Microsoft Office, particularly Excel, with experience in pivot tables and charts.
• Strong problem-solving, decision-making, and process-creation skills.
• Strong interpersonal skills and the ability to manage difficult situations.
• High level of discretion and good judgment in handling confidential information.
• Ability to manage multiple priorities and work independently with limited supervision.
• Proficiency in relational databases and financial management systems.

Preferred Qualifications

• Familiarity with university financial systems such as Concur, RASCAL, ARC, and FINSYS.
• This comprehensive role requires someone adaptable, organized, and motivated by the opportunity to contribute to the continued success of research administration.

Equal Opportunity Employer / Disability / Veteran

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