Position Summary
Columbia Engineering is a school responding to the needs of society and pushing disciplinary frontiers. We are at the forefront of many strategic areas of research, from environmental sustainability and the human genome to infrastructure sensors, nanotechnology, and data sciences.
Additionally, the School has launched close to a dozen centers over the last five years. These centers span multiple departments and schools within Columbia University and nationally with peer institutions.
With these expanded operations and complex organizational structures, we seek an individual to assist us in Columbia Engineering's central operations to provide additional oversight and support of the budget and financial matters of these research areas and centers.
Reporting to the Chief Financial Officer, the Director will lead and oversee the post-award administration and budget monitoring for research at Columbia Engineering.
This individual will be a senior staff member of the school’s Finance Office and work closely with the Research Centers and Academic departments to ensure proper and efficient sponsored projects financial management.
The Director is responsible for establishing priorities for post-award operations, and conducting strategic planning to align with research administration and research leadership goals in Columbia Engineering.
In this role, the incumbent will leverage their expertise in post-award grant administration and their strong leadership, and problem-solving skills to collaborate with the various grants managers and business managers across the School, providing leadership and support to facilitate their success.
Ongoing responsibilities will include : 1). Development and administration of grants and operational budgets 2). manage the post-award activities which include but not be limited to guidance and oversight on issues related to the fiscal, administrative, and regulatory management of grants, contracts, and sub-award management from award receipt through closeout 3).
Monitor and enforce compliance with sponsor guidelines and OMB uniform guidance. The position will establish best practices and protocols while streamlining sponsored project post-award management across the academic departments, Initiatives, and Research centers.
The Director will work with the Executive Director and CFO to develop management reports on sponsored project activity and provide trend analysis, including data, analysis, and compilation for sponsor guidelines, national surveys, and other ad hoc requests.
Responsibilities
50%) Post-Award Grant Administration
Develop, implement, and pilot programs, standard operating procedures, and other processes needed for efficient post-award services.
Serve as the main liaison with central sponsored research offices (SPA and SPF) on post-award issues, compliance, and tracking.
Develop new opportunities for collaboration with the School’s internal pre-award Team and the University’s central office (SPA) to provide more seamless support for faculty, researchers, and administrative staff.
Working closely with academic department leaders and the Directors for centers, the Director monitors the entire post-award process to ensure success from the notice of award to project closeout.
Work closely with the assistant director to manage the University year-end close-out procedures, including, but not limited to, ensuring there is no grant overrun, all necessary grant expenses have been posted, SAPOS and POs are correctly accounted for and encumbered in ARC Sponsored Projects Financial reports.
Manage complex cost-share agreements to ensure compliance with terms. Serve as resource to the Centers, academic departments, PIs, and staff in implementing these cost-share agreements in compliance with Federal, state, and University guidelines.
Work with central finance office in SEAS to track the commitments and obligations of the school as they pertain to these agreements.
Makes recommendations for systems implementation and other software that will increase efficiencies, reporting, and tracking.
Work with payroll team to review salary allocations and commitments and use this data to provide predictive analyses for future periods.
Audits salary distributions and cost transfers to ensure compliance and proper accounting.
Work closely with the large research centers on all post-award functions if the center / department does not have a dedicated staff member, and plays a supporting role if the center / department has a dedicated finance and operations manager.
Collaborate with the large research centers / departments and central University offices on matters related to audits, oversee effort reporting and sub-recipient monitoring.
30%) Budget Administration, Payroll Accounting, and Financial Reporting :
Budget Administration and Reconciliation : Actively works with Senior leaders and Dean’s office units on internal research operating budgets.
Works closely with the SEAS Finance team, academic departments, and the centers on the quarterly and annual updates for fiscal year budgets for all large centers and Dean’s office initiatives (seed awards and interdisciplinary research activities).
Investigate and resolve variances, and recommend budget modifications to adjust levels of spending. Proactively manage project expenses, identify trends, and recommend budget modifications to ensure compliance.
Internal Controls : Responsible for developing and enforcing a center’s financial accounting. Monitors center financial activity to ensure compliance with Columbia Engineering, and University policies and procedures.
Coordinates with Columbia Engineering Finance, CU Internal Audit, Sponsored Project Administrations (SPA) / Sponsored Project Finance (SPF), and other internal stakeholders to comply with any audit requirements.
Reporting and Financial Planning : Use data and metrics to generate financial and special reports to aid research and center planning.
Advises the Dean, Vice Dean, and Chief Financial Officer on trends in post-award activities. Works in close collaboration with the Columbia Engineering Finance team to complete all monthly, quarterly, and year-end reports, budget revisions, and variance analyses.
15%)Post-Award Training, Policies, and Procedures :
Remain current on grant funding policies, regulations, and procedures; University policies and procedures; and risk and compliance issues, including those related to international activity, and communicate this information to the centers and academic departments.
Develop trainings and workshops for PIs, faculty, and departmental staff on initiation of relevant post-award practices and processes.
Develop sponsored project's best practices, handbook / guidelines, and disseminate information to staff.
5%) Additional Duties and Responsibilities :
Perform related duties and projects as assigned when requested.
Minimum Qualifications
A bachelor's degree is required in business administration or a related field or equivalent in education, and experience is required plus 5-7 years of related experience, preferably in sponsored research administration.
Master's degree preferred.
Comprehensive knowledge of federal regulations and experience in managing compliance and interpreting and applying university and sponsor policies and procedures.
Demonstrated leadership, in a research administration setting
Highly developed communication and interpersonal skills, and ability to work in an integrated environment.
Strategic thinker committed to process reengineering.
Ability to manipulate large data sets. Knowledge of advanced functions in spreadsheets (e.g. Microsoft Excel, Google Sheets) is required.
Experience with post-award grants management and accounting is strongly preferred. Experience in a university environment is preferred.
Experience with database software applications preferred.
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