Grants Manager – Office of Sponsored Projects

Position Summary

Under the direction of the Director of Sponsored Projects, the incumbent initiates and manages pre- and post-award activities for research and service projects at the Columbia University School of Social Work. The Grants Manager will work closely with PIs to ensure compliance with sponsor and institutional regulations and policies.

Under the direction of the Director of Sponsored Projects, the Grants Manager is responsible for a broad range of pre- and post-award activities that relate to sponsored projects. This includes projects with all types of funding – government, foundation, contracts, gifts, institutional, etc.

This position is expected to report to work in a hybrid format, which means a combination of days each week on site and a day or more remote.

Responsibilities

Manage the pre-award activities of sponsored projects. (35% )

• Work closely with the PIs, applicable research and administrative staff, and SPA in the development, review, analysis, andsubmission of grant proposals and budgets (including renewals, subcontracts and other types of proposals).
• Review all new awards and communicate essential terms of the award to PIs and faculty. Assure that proposed budget is revised if necessary based on NGA. Provide project set-up documents to SPA in order to establish project account for spending.
• Actively pursue knowledge about grant funding policies, regulations, and procedures; University policies and procedures; risk and compliance issues by participating in relevant training opportunities.
• Document proposals submitted and ongoing status.

Manage the post-award activities of sponsored projects. (45%)

• Work closely with the PIs, applicable research and administrative staff on overall financial management of projects, including coordinating quarterly expense review and certification process. Ensure accuracy and validity of charges to project accounts including reconciling internal reports with various central university financial reports. Investigate and resolve discrepancies with school and university offices.
• Meet regularly with each research group/project to review grant status and future projections and plans. Advise PIs regarding budgetary issues and trends affecting project accounts. Work with PIs to forecast future spending to prevent overdrafts or large unspent balances.
• Review expenses submitted for payment and ensure fund authorizations are consistent with approved budgets and with sponsor and University policies and regulations. Anticipate the impact of expenses on the overall project budget and notify the Director of any concerns. Prepare supporting financial summaries and other information needed for the quarterly meetings with each research project.
• Review and process salary charges under the advisement of PIs to ensure they are consistent with available funding, actual and/or anticipated effort, and award requirements. Work closely with the School’s Human Resources staff by confirming funding for grant-funded positions including during the annual reappointment process. Enter salary distributions and cost transfers into the financial system to allocate payroll to relevant sponsored projects in a timely fashion.
• Review and process faculty buyout allocations and summer salary payments.
• Assist with the development and ongoing review of fiscal year budgets for all projects.

Facilitate and oversee pre-award and post-award planning of sponsored projects. (10%)

• Keep abreast of trends and developments regarding policies and procedures from sponsors and institutions, including those related to international activity. Maintain knowledge of sponsoring agency and University policies regarding the receipt and administration of sponsored projects. Interface regularly with SPA and SPF.
• Provide overall guidance to PIs and research staff regarding research projects. Support educational efforts regarding new developments in policies and procedures. Foster a community of collaboration and information sharing with research administrators within the School. Serve as a resource referral to/from sponsors and the University.
• Create and maintain comprehensive, accurate, and up-to-date files, records, and systems of the terms of incoming awards.

Assist with annual effort reporting & certification process by working closely with faculty and research scientists to review their Effort Reports; ensure compliance with conflict of interest requirements and other compliance reporting mechanisms. (5%)

Perform other related duties as assigned. (5%)

Minimum Qualifications

Bachelor’s degree. Must have 3-5 years of professional work experience. Must be highly organized, detail-oriented, and able to acquire and apply knowledge quickly. Strong analytical and quantitative skills and demonstrated experience in exercising independent judgment and decision-making are essential. Must be skilled at building and maintaining relationships; the ability to exercise tact, discretion, and judgment in sensitive and confidential matters is required. The candidate must be a skilled problem solver who can prioritize and successfully meet competing deadlines and work well under pressure. Excellent writing and communication skills are required, as well as strong working knowledge of Excel.

Preferred Qualifications

Understanding of grants management administration and in-depth knowledge of grants management accounting.