Research Administrator I

Research Administrator I

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 Pre-Award team, the Research Administrator I contributes to CUIMC's research mission by supporting grant-related pre-award administrative activities for the basic sciences and other participating departments in the Vagelos College of Physicians and Surgeons.

In this role, the Research Administrator I will leverage their pre-award grant administration knowledge to assist faculty in submission and pre-award administration of grants and contracts. Key areas of responsibility will include assisting PIs in the development, review, and submission of grants; preparing grant budgets; drafting supporting materials; and assisting with annual progress reports. Through this role, the Administrator I can expect to broaden their knowledge of academic grant-funded environments, including complex grants and the landscape of funded research at CUIMC, and contribute to the development of peers on the Pre-Award team.

To be successful in this role, the Research Administrator I should be able to apply their full breadth of pre-award grant administration knowledge while demonstrating strong interpersonal and communication skills, attention to detail, and an ability to work collaboratively and independently in a deadline-driven environment. The Administrator I should be enthusiastic about building relationships and working closely with principal investigators to contribute to the advancement of research at CUIMC.

Pre-Award Grant Administration

• Assists PIs in the development, review, and submission of all Federal, State, and foundation grants and contracts applications, with a primary focus on individual investigator grants and multi-component grants. Manages timelines and the overall progression of submission to ensure the on-time completion of high quality, responsive and compliant proposal applications.
• Trains under the direction of senior staff to gain knowledge and expertise in complex grants, such as center grants, and training grants. Assists senior staff on pre-award administration of said grants.
• Prepares grant budgets and budget justifications based on the aims provided and RFA technical content requirements in full compliance with sponsor/donor and CU policies, as well as engages outside collaborators and establishes subcontracts.
• Prepares and compiles all components of each grant submission, ensures that the proposal is formatted, packaged, and submitted in accordance with granting agency requirements.
• Drafts supporting documents for grants including letters of intent, letters of support, cover letters, facilities, and resources.
• Maintains detailed, up-to-date records of PI's other support, biosketches, and grant submission documents.
• Responds to RFAs and summary statements and addresses issues prior to submission.
• In coordination with the Post-Award Team and the principal investigators, promotes accurate preparation and timely submission of progress reports as required by sponsoring program.
• Tracks the status of pending applications, follows up with investigator regarding review/funding status of application.
• Supports investigators in responding to Just-In-Time requests.
• Ensures files are complete for awarded applications, secures missing information from principal investigators and/or administrators.
• Maintains standards: budget templates, standardized checklists for core staff and PIs tailored to the sponsor/mechanism, standardized filing system using shared drives, updated resources and facilities.
• Performs all other duties as assigned within scope of practice and/or training.

People and Stakeholder Management

• Works collaboratively and cooperatively with faculty, grant writers, P&S proposal development and Pre-Award team on all aspects of grant administration.
• Manages and maintains positive relationships with internal and external stakeholders, such as faculty, internal offices, funding agencies, and collaborating organizations.
• Contributes to team learning culture by providing support to colleagues, demonstrating self-development, and keeping current on relevant professional development topics.
• Models professionalism and accountability in interactions with internal clients through clear, respectful, and timely communication and responsive follow-up.

Strategy and Continuous Improvement

• 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.
• Participates in and/or supports team projects and initiatives. Uses tools and reporting mechanisms to track progress and ensure timely communication of issues and status.
• Keeps current on all organizational policies, goals, and initiatives.
• Successfully completes all required university and department trainings.
• Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's Degree or combination of education and experience.
• A minimum of 3 years of related experience, including prior experience in an academic grant funded environment.
• Knowledge of and experience with full scope of pre-award grant management, including mastery of terminology, standards, and tools for grant management; Ability to serve as a resource to peers.
• Strong customer service orientation, with the ability to interact and collaborate positively, constructively and effectively with multiple constituencies. Ability to model strong service to others.
• Project management skills, including ability to efficiently lead and execute technical project activities, attention to detail, effectively coordinate and communicate with stakeholders.
• Interpersonal and emotional intelligence skills focused on establishing and maintaining productive relationships with faculty, peers, leadership, and other stakeholders.
• Capacity to work with a high degree of independence and successfully within a deadline driven, multi-tasking operating environment. Ability to handle multiple projects at increasing levels of complexity, demonstrate sound judgment in managing time, prioritizing, and decision-making.
• Excellent analytical, organizational, interpersonal, oral and written communication skills.
• Self-motivated and demonstrates initiative, patience, and resourcefulness in adapting to changes.
• Proficiency in problem assessment and collaborative problem solving in interdisciplinary settings. Ability to communicate and escalate complex issues to management and research offices.
• Proficiency in Microsoft Office (especially Excel) or similar software is required and 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.
• Must successfully complete systems training requirements.

Preferred Qualifications

• 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.
• Prior experience with NIH submissions and systems (era COMMONS, ASSIST, RePORTER)

Equal Opportunity Employer / Disability / Veteran