Senior Grant Administrator

Job Details

• Grade: 105
• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary:
  Regular
• Hours Per Week: 35
• Standard
  
  Work Schedule:
• Building:
• Salary Range: $95,000.00 - $

The Department of Pediatrics at Columbia University Irving Medical Center seeks a Senior Grant Administrator to join our Research Administration team in a full‑time position.

• Develop a firm understanding of grant finances, policies, and procedures.
• Take full responsibility for meeting performance metrics on the grant portfolio.
• Communicate promptly any issues related to Uniform Guidance, university policies, and grant regulations.
• Demonstrate independent thinking to resolve novel or complex situations.
• Accept new responsibilities and assignments as needed.
• Provide active award monitoring: support faculty and administrators with report deadlines, prepare annual and final reports, and deliver regular financial status reports to principal investigators.
• Advise on and ensure adherence to federal, university, and departmental guidelines, policies, and procedures.
• Maintain familiarity with the grants and principal investigators in the portfolio; use tools to manage the assigned portfolio efficiently.
• Apply strong mathematical skills and proficiency with Excel for post‑award budgeting, salary distribution calculations, and grant bookkeeping.
• Support faculty and fellows with the development, review, submission, and renewal of sponsored projects from NIH, private foundations, government, and industry.
• Develop grant budgets, refine budget justifications, and format proposal documents for sponsor compliance.
• Navigate various proposal application processes and electronic proposal systems.
• Liaise with other departments, schools, and universities to obtain required documents for collaborative proposals and sub‑awards.
• Work with administrative offices on award acceptance and project account set‑up, including sub‑awards.
• Establish new awards and sub‑projects with accurate budgets and documentation; obtain sponsor approvals for no‑cost extensions, re‑budgeting, and carry‑over requests.
• Resolve restrictions (human subjects, animals, compliance) promptly.
• Maintain records in accordance with internal procedures in an organized, transparent manner.
• Use shared resources and collaborate to create and maintain shared tools and files; update shared documents and ensure accuracy and timeliness of invoicing, expenditures, payments, requisitions, and purchase orders.
• Ensure compliance with university, sponsor, and agreement terms for all expenditure areas.
• Apply special attention to sub‑award management (incoming and outgoing, SAPO), track SAPO invoices, and achieve 100% accuracy.
• Distribute grant‑related personnel salaries in accurate and timely fashion following departmental and university policies.
• Support annual and quarterly reporting and financial planning processes; certify effort and other required attestations with staff, investigators, and department managers.
• Assist with quarterly and annual fiscal‑year budget procedures and year‑end closing activities, including IC sharing and over‑runs.
• Communicate effectively with supervisors, faculty, peers, general staff, and other personnel in a courteous and professional manner.
• Understand NIH and other proposal requirements, including biosketches, support statements, narratives, summaries, and resource sharing plans.
• Respond constructively to work challenges, actively participate in meetings, and collaborate with the Pediatrics Research Administration team and other administrative teams.
• Perform other related duties and responsibilities as assigned or requested.

• Bachelor’s degree or equivalent in work experience plus four years of related work experience.

• Grants Management certification desirable.
• Knowledge of Columbia University ARC account management system is a plus.
• Six years of progressively responsible pre‑award and grants management experience.
• Experience managing federal and private grants, clinical trials, and in an academic healthcare environment preferred.

• Excellent knowledge of MS Office (Excel, Outlook, Word).
• Demonstrated ability with NIH systems and procedures (ASSIST, eRA Commons, NIH RePORT) desirable.
• Professionalism demonstrated by excellent interpersonal relationship‑building.
• High degree of organization.
• Ability to work well with others under tight deadlines and maintain a positive attitude.
• Demonstrated ability to work independently and effectively manage own workload.
• Outstanding written and oral communication skills.
• Light level of physical activity required.

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