Grants Finance Manager
Company: Columbia University
Location: New York
Posted on: April 24, 2024
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Job Description:
The salary of the finalist selected for this role will be set based
on a variety of factors, including but not limited to departmental
budgets, qualifications, experience, education, licenses,
specialty, and training. The above hiring range represents the
University's good faith and reasonable estimate of the range of
possible compensation at the time of posting.
Position Summary
The mission of the Vagelos College of Physicians and Surgeons
(VP&S) Office for Research is to facilitate the highest caliber
of biomedical research, from basic to translational to clinical,
among the VP&S faculty, students, and staff at Columbia
University Irving Medical Center (CUIMC).
As a member of the Post-Award Team, the Grants Finance Manager
contributes to CUIMC's research mission by supporting grant-related
post-award administrative activities for the basic sciences and
other participating departments in VP&S.
In this role, the Manager will leverage their expertise in
post-award grant administration and their strong leadership,
organizational, and problem-solving skills to manage a team of
post-award Coordinators and/or Analysts, providing leadership and
support to facilitate their success. As a manager, this person will
provide coaching, feedback, and guidance to support team member
development; manage performance and collaborate on other HR
activities; collaborate on continuous improvement efforts; and
support change management. In addition, the Manager will perform
the full scope of post-award grant management for a complex
portfolio of projects and serve as a resource to researchers and
other grant administrators.
Through this role, the Manager can expect to build their people and
team management skills as well as continue to expand their skills
in financial analysis and reporting in a grant management
setting.
To be successful in this role, the Manager should be able to
demonstrate strong proficiency in post-award grant management
experience and an interest in and ability to develop others and
lead teams. They will also be enthusiastic about building
relationships with principal investigators and about contributing
to the ongoing development of the post-award team.
Responsibilities
Post-Award Grant Administration
Independently maintains a portfolio of Sponsored Project accounts
for multiple PIs. Performs monthly budgeting, projecting, and
reconciling of research finances for portfolio of accounts, which
may consist of grant, contract, gift, endowment, and other types of
restricted and unrestricted funding. Updates monthly portfolios and
ensures continued accuracy of information.
Acts as an in-house expert resource to other grant administrators.
Regularly reviews assigned portfolios with direct reports to ensure
that portfolios are accurate and up-to-date. Ensures accuracy of
Analyst reports before dissemination to PIs.
Coordinates with pre-award team and with central sponsored research
offices (SPA and SPF) on new project setup. Sets up new grant
accounts and budgets and modifies existing awards with new incoming
funding, collaborating closely with Sponsored Projects
Administration and senior team members as needed. Ensures that PIs
have necessary information, such as chart string detail and
relevant budget information
Reviews and sets up subaward and University compliance agreements,
monitors and reviews all related subaward invoices to seek PI
approval and ensure invoices are processed in a timely manner.
Performs full scope of financial, payroll, and labor transactions
for portfolio of accounts: maintains labor schedules for faculty
and research personnel and submits labor cost transfers; ensures
completion of quarterly expense certifications with each PI;
coordinates annual effort reporting, with departmental effort
coordinator; monitors project balances; collaborates with faculty
to establish salary distributions or address suspense in
continuation of projects; ensures ongoing clearing of suspense
account and grant overruns; and reviews grant-related transactions
for compliance.
Serves as initial point of review for accuracy of grant-related
invoice and expenditure payments, requisitions, purchase orders,
interdepartmental invoices, expenditure corrections, and journal
entries.
Coordinates with departmental finance staff and with VP&S
Finance on maintaining accurate budget information in Budget Tool
for sponsored projects (and research support in funds flow).
Coordinates with pre-award staff, SPA, and SPF on progress reports
and closeouts; provides pre-award staff with financial data for
incorporation into progress and final reports.
Manages the award close-out process with liaising departments.
Assists with 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.
Assists and trains departmental staff on initiation of
grant-related transactions; advises departments on best practices
for procurement and other types of routine financial transactions;
and provides guidance on complex or non-routine compliance
issues.
Supports updates to team trackers based on PI meetings and regular
Sponsored Project needs.
Maintains records in accordance with internal procedures,
demonstrating compliance with sponsor and sponsor agreements, and
University regulations concerning project expenditures, equipment,
and other fiscal concerns.
Performs all other duties as assigned within scope of practice
and/or training.
Strategy and Continuous Improvement
Collaborates with members of post-award leadership to share
information and contribute to the ongoing improvement of standards,
policies, and procedures leading to the continuous enhancement of
service, quality, and performance.
Leads or participates in team projects and initiatives, including
serving as a subject matter expert. Uses tools and reporting
mechanisms to track progress and ensure timely communication of
issues and status. Prepares reports or presentations as needed,
including to senior leadership.
Continuously develops and maintains sound knowledge of federal
rules and regulations that govern research grants as well as stays
informed about sponsor terms and conditions for submitting and
administering grant awards. Contributes to expansion of team
knowledge base and shares knowledge with peers.
Successfully completes all required university, systems and
department trainings.
People and Stakeholder Management
Manages a team of Analysts. Provides coaching, ongoing feedback,
and guidance to support employee development and performance.
Participates in or leads creation and implementation of team
processes to promote effective communication, collaboration, and
decision-making, and ensure alignment across post-award team.
Models and communicates team values and culture.
Develops team members. Assesses direct reports' training and
development needs, collaborates with lead trainer to build
onboarding and training plans, and works closely with trainer and
leadership to ensure that direct reports' developmental needs are
being met.
May support leadership with human resources activities such as
recruiting, hiring, and performance management. Conducts
performance appraisals for direct reports, identifies and mitigates
any roadblocks to performance, and escalates any performance
concerns in a timely manner.
Demonstrates self-development and keeps current on relevant
professional development topics. Trains under the direction of
senior staff to continually deepen skills in financial analysis,
reconciliation, and projections, as well as stakeholder management.
Trains to build skills in people management.
Develops and maintains a positive relationship with faculty, team
members, and collaborators in other internal offices, such as
Sponsored Projects Administration and Sponsored Projects
Finance.
Demonstrates professionalism and accountability in interactions
with internal clients through clear, respectful, and timely
communication and responsive follow-up.
Minimum Qualifications
Bachelor's Degree or combination of education and experience.
A minimum of 4 years of related grants experience, including
post-award grant management.
Strong proficiency in finance and accounting best practices as
applied to grant management, the principles of sponsored project
financial management, and online systems for grant management
(e.g., eRA Commons, InfoEd, and ASSIST), and strong working
institutional knowledge.
Team leadership skills, including strong communication, feedback,
and conflict management skills, empathy and emotional intelligence,
and the ability to foster collaboration, promote a culture of
goal-achievement, coach and develop others, and lead others through
new and changing situations. Ability to handle situations with
respect, tact, and sensitivity.
Strong critical thinking and analytical skills, and ability to
mentor others in these skills. Advanced Excel skills, including
familiarity with creation and use of complex pivot tables, lookup
functions, and other features for formatting, manipulating, and
analyzing data. Ability to leverage and analyze data to contribute
to team initiatives and projects.
Capacity to work with a high degree of independence and
successfully within a deadline driven, multi-tasking environment.
Ability to handle multiple projects at high levels of complexity,
demonstrate sound judgment in managing time, prioritizing, and
decision-making. Ability to mentor others in time management and
prioritization.
Proficiency in project management, including ability to effectively
lead and execute technical and cross-functional project activities,
attention to detail, effectively coordinate and communicate with
stakeholders, and report on progress.
Ability to work effectively as part of a team, both as member and
leader.
Excellent oral and written communication skills. Ability to
communicate clearly and accurately with department chairs and other
senior principal investigators. Ability to communicate effectively
on a technical level with operations personnel in central offices
and sponsoring agencies.
Strong interpersonal and emotional intelligence skills focused on
establishing and maintaining productive relationships with faculty,
peers, leadership, and other stakeholders. Ability to adapt to meet
the needs of clients, deescalate challenging situations, and mentor
others in client management.
Strong customer service orientation and skills, with the ability to
interact and collaborate positively, constructively, and
effectively with multiple constituencies. Ability to model strong
service to others and coach others through challenging client
situations.
Self-motivated and demonstrates initiative, patience, and
resourcefulness in adapting to changes and continued learning.
Proficiency in problem assessment and collaborative problem solving
in interdisciplinary settings. Ability to proactively communicate
progress and roadblocks and escalate complex issues to management
and research offices.
Ability to collaborate on and deliver presentations to various
audiences, including senior leadership.
An ability and willingness to learn new systems and programs.
Ability to work with a variety of individuals and groups in a
constructive and respectful manner while appreciating the unique
contributions of an inclusive workforce that brings together the
talents of people across multiple identities.
Strong commitment to fostering diversity and equity.
Preferred Qualifications
CRA/RACC certification.
Bachelor's degree in biological science or business/administration
degree such as finance, accounting, business administration,
business, public health, public administration, or a directly
related field.
Supervisory and/or training experience.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local
residents.
For internal purposes only:
Core Competencies
Minimum Proficiency Level
Accountability & Self-Management
Level 3 - Intermediate
Adaptability to Change & Learning Agility
Level 3 - Intermediate
Communication
Level 3 - Intermediate
Customer Service & Patient Centered
Level 3 - Intermediate
Emotional Intelligence
Level 3 - Intermediate
Problem Solving & Decision Making
Level 3 - Intermediate
Productivity & Time Management
Level 3 - Intermediate
Teamwork & Collaboration
Level 3 - Intermediate
Quality, Patient & Workplace Safety
Level 3 - Intermediate
Leadership Competencies
Minimum Proficiency Level
Business Acumen & Vision Driver
Level 2 - Basic
Performance Management
Level 2 - Basic
Innovation & Organizational Development
Level 2 - Basic
Keywords: Columbia University, Bayonne , Grants Finance Manager, Executive , New York, New Jersey
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