Research Administrator I

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $72,000 - $79.000

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 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.

Responsibilities

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