• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000 - $95,000

Position Summary

Reporting to the Director of Academic Affairs and Finance, the Assistant Director of Grants assists the Department of Biological Sciences in all aspects of the pre-and post-award processes and departmental financial activities.

The Department of Biological Sciences at Columbia University has a rich history of pioneering research and education, contributing significantly to genetics, molecular biology, and neuroscience. Today, it continues to advance scientific knowledge with cutting-edge research and a commitment to fostering innovation in biological sciences.

Responsibilities

Pre-Award Portfolio

• Serves as a liaison between the Principal Investigator (PI) and the Sponsored Projects Administration (SPA).
• Initiates projects in SPA's internal reviewing program, RASCAL, and through other portals, such as ASSIT for NIH, Fastlane/Research.gov for NSF, Proposal Central, etc.
• Provides guidance on compliance matters related to sponsored projects, reviews submission documents, and ensures compliance with Columbia and the sponsor's policies.
• Assists PI with Biosketch, JIT, and other support submissions.
• Coordinates with the department's Writer-in-Residence to ensure that members of the faculty, postdocs, and graduate students are provided with editorial assistance before proposals are submitted.

Post-Award Portfolio

• Manages the awards and budget setup.
• Prepares subcontract documents for funded projects and incoming and outgoing agreements.
• Works with the PI on payroll allocation and updates them as needed.
• Prepares various financial reports, including spending projections for the PI, analyzes and oversees expenses, and reviews them with the PI and the Director.
• Processes cost transfers when needed.
• Assists with quarterly/annual budget submissions/updates.
• Prepares monthly/quarterly grant attestations.
• Monitors revenue receipts and timely billing.
• Acts as a liaison with Sponsored Projects Finance (SPF) and prepares financial reports.
• Coordinates with Columbia University Department of Purchasing and oversees purchasing highly technical, scientific, laboratory, and computer equipment.
• Keeps PI informed of any policy changes that are to the use of sponsored funds.
• Works with SPA to prevent cost extensions, re-budgeting, and carry-over requests.
• Maintain all pertinent records, files, and documents and ensure completeness and accuracy are consistent with external and internal compliance requirements.
• Acts as the backup effort coordinator to the Director of Academic Affairs and Finance.

Financial Portfolio

• Assists the Director of Finance and Administration with budget submissions.
• Works with the Director of Finance and Administration for year-end closing of various departmental projects.
• Approves Accounts Payable and Purchasing transactions.
• Generates Ad Hoc reports.

Minimum Qualifications

• Bachelor's degree and 3-5 years of related experience.

Preferred Qualifications

• Management experience.
• Familiarity with Columbia systems such as RASCAL, ARC, and FYNSIS.
• Knowledge of financial policies and guidelines.

Other Requirements

• Excellent organizational, interpersonal, and communication skills.
• Ability to manage a diverse project portfolio with competing priorities.