Job Ads - Grant Administrator

Grant Administrator

Serve as Music and Audio Research Laboratory point person for grants management and project coordination. This includes advising faculty and principal investigators on federal, state, University and School fiscal guidelines and requirements to ensure compliance; managing all grant accounts/budgets; working with faculty to develop research proposals; advising on allocable and allowable costs; developing budget projections; and monitoring and approving grant expenditures. Monitor all aspects of restricted and grant-funded projects within select units at Steinhardt and across other University departments. Monitor the revenue and expenditures of restricted and grant-funded projects. Provide ongoing analytical support and financial reporting to external funding agencies. Oversee grant budgets, revenues, transfers and expenditures. Assisting with community outreach, coordinating events and project management.

Required Education:
Bachelor’s Degree.

Required Experience:
At least 3 years relevant research administration and grant proposal review experience or an equivalent combination of education and experience.

Required Skills, Knowledge and Abilities:
Strong organizational ability with keen attention to detail. Excellent writing, analytical, communication and interpersonal skills with a customer service orientation. Able to interact effectively and diplomatically with colleagues across all levels of the organization. Knowledge of Content Management Systems and website maintenance a plus. Knowledge of standard office software with proficiency in Excel.

Grants and Contracts Administrator

Teachers College Columbia University

The Grants and Contracts Administrator will provide timely, high-quality and coordinated research administrative services to TC faculty in the assigned department(s). The Grants and Contracts Administrator manages a diverse portfolio that includes federal research grants, contracts and foundation grants.

This position reports to the department chair and the Director of Grants and Contracts Accounting. The Grants and Contracts Administrator is responsible for ensuring that sponsored projects are managed from set-up through to close-out in compliance with sponsor guidelines and in coordination with the Teachers College central offices.

In this role, the Grants and Contracts Administrator will be responsible for ensuring the post-award administration is properly and timely completed, including but not limited to: project setup, budget projections, human resources, effort management and reporting, project planning, and project closeout.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Grant Setup

Ensures that new awards are timely and accurately setup in Banner.
Works with the Investigator to determine the appropriate staff, student and volunteer positions in accord with project budget and expectations and TC policies.
Responsible for timely and accurately setting up all necessary purchase orders and related policies are in compliance. Coordinates with Senior Sponsored Projects Administrator and the legal department to ensure timely set-up of subcontracts and contracts with consultants
Works with PI on additional project set-up such as signature authorization, effort and coordination for effort within other departments.

Grant Management

Manage externally funded projects, internally funded projects, and PI-related research accounts.
Coordinates staff and student worker hiring/separations for portfolio including posting job requisitions on the College’s human resources recruitment software.
Manage student, postdoc and visiting scholar appointments.
Work effectively with each investigator to proactively manage the budget and develop spending projections that encompass the life of the project budget.
Review project portfolio compensation and non-compensation expenses reports for accuracy.
Responsible for all payroll related processing.
Responsible for managing the project effort management and reporting processes to ensure accurate payroll distribution to each project within the portfolio.
Responsible for ensuring all vendor and subaward purchase orders and invoices are reviewed, approved, and submitted in a timely and accurate manner.
In coordination with the department administrative assistant, manages all purchasing and accounts payable processing, including purchase requisitions, consultant agreements, travel reimbursement, PCARD transactions, and vendor invoices.
Monitor sponsor invoicing needs and provide backup documents as necessary to the Office of Grants and Contracts. Maintain cost share records.
Coordinates financial aspect of progress reports, rebudget requests, sponsor prior approval requests and carryover requests with sponsored projects staff.
Identifies and analyzes complex problems.
Review time and effort reporting to ensure accuracy
Reconciliation of cash advances and gift cards provided to participants in studies
Assist the Grants and Contracts Office in obtaining payment for outstanding receivables
Assists with preparation of financial reports to sponsors, in conjunction with research accounting.

Grant Closeout

Prior to project and/or budget end date, works effectively with each investigator and research accounting to ensure all compensation and non-compensation items are booked accurately to each project.
Works effectively with research accounting to ensure the final invoicing is accurate and submitted in accord with established processing guidelines.
Ensures that general ledger accurately reflects all activity; works with research accounting or other relevant college partners to correct any inaccuracies.
Relationship Management
Works closely with college offices, especially with Grants and Contracts Accounting to ensure a productive and collaborative relationship.
Works effectively with Investigators to service their project and works to build a culture of partnership and trust.

Minimum Qualifications:

Bachelor’s degree
At least three years of related grant management/administrative experience
An equivalent combination of education and experience may be considered

Preferred Qualifications:

Master’s degree

GRANTS AND CONTRACTS ADMINISTRATOR

Duke Careers

School of Medicine:
Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health . Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

Performs pre-award and/or post award activities for a unit (school, department, division, institute, or center). Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet agency and university guidelines and published time tables and deadlines. Ensure proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements.

This position is responsible for managing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Work Performed

Manager assigned projects and financial project portfolios.
Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.
Advise the PI on administrative requirements in preparing proposal submissions.
Prepare, coordinate and review certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness.
Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project.
Review sponsored projects through SPS to ORA/ORS to ensure compliance with University procedures and institutional signatures.
Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements.
Monitor proposal status and advise PI on requirements and deadlines associated with research protection protocols.
Develop project management plan for review by the PI or senior level grants administrator.
May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS.
Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study.
Reconcile monthly budget reports and inform PI and/or supervisor of corrections/adjustments that have been made.
Identify the need for cost transfers from budget reconciliation; submit cost transfers.
As requirements change, prepare and submit requests for re- budgeting/modifying the funded project budget. Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.
Monitor compliance with agency and University regulations regarding reporting.
Maintain financial records per the institutional documents retention guidelines.
Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutions check handling process.
Monitor and determine appropriate charging of patient care expenses to the study fund codes.
Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
Manage overdrafts in line with unit procedures and institution guidance.
Ensure proper recording of revenue associated with all studies; apply revenue management standards.
Closeout all funded projects consistent with university process and timelines.
Apply federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards
Submits reports to the Divisional Administrator/Business Manager when requested

Supervisory Responsibilities:

May supervise grants and contracts assistants and support personnel.
Required Qualifications at this Level Education/Training

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor’s degree program. Research or grants education and/or certification is preferred.
Successful completion of Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance (on-line) within first six months of hire is required.
Successful completion of the Research Administration Academy (RAA) is required. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date. The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review process.
Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education requirements.

Experience

No experience required for candidates who possess a Bachelor’s or Master’s degree in a field of study directly related to the specific position.

Skills

Ability to analyze data and formulate conclusions.
Ability to learn changing technologies related to grants and contracts management.
Proficient use of computers; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).
Ability to communicate both verbally and in writing with all levels of the organization.
Ability to manage and prioritize multiple projects/tasks simultaneously.
Ability to create verbal and written reports.
Knowledge of federal rules and regulations relating to research grant and/or contract activity
Knowledge of Duke University policies and procedures relating to grant and contracts activity
Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management.
Understand and be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards.
Understand and be able to apply costing rules and regulations to federally funded projects.
Experience with/Ability to perform required functions in SPS, R3, grants.duke and SES relating to assigned duties.
Understand financial processes and controls including the reconciliation process

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Grants and Contracts Manager

Teachers College Columbia University

Position Summary:
The Community College Research Center (CCRC) at Teachers College, Columbia University studies community colleges because they provide critical access to postsecondary education and are uniquely positioned to promote equity and social mobility in the United States. Our mission is to conduct research that helps these institutions strengthen opportunities and improve outcomes for their students, particularly those from underserved populations.

CCRC is seeking a full-time Grants and Contracts Manager to support all aspects of grant administration to support our mission. The successful candidate will join a highly skilled grants management team who support over 25 research professionals. The position may begin immediately. Please include a cover letter, resume, and any related work products with your application.

For information about CCRC’s current research activities, mission and values, please visit ccrc.tc.columbia.edu.

Responsibilities:

Proposal Development and Submission

Develop and submit proposal budgets, budget justifications, and ancillary materials to funders, ensuring accuracy and adherence to Teachers College and funder guidelines.
Review and interpret federal and non-federal funder guidelines, and advise senior staff.
Liaise with partners, consultants and subcontractors to develop and revise statements of work, budgets, and budget narratives for approval and submission to funders.

Grant Administration

Manage portfolio of approximately 10 grants/contracts estimated at $10M.
Process and approve payments to vendors and consultants; staff and external reimbursements; professional development fund and travel/cash advances; and miscellaneous disbursements.
Update project budgets daily and track payment requests.
Ensure that spending corresponds with proposal budgets and grant/contract specifications.
Reconcile monthly budget reports from TC with CCRC project spreadsheets; monitor expenses and variances; and prepare year-end final reconciliations and project closeouts.
Work with Finance Director and Principal Investigators to prepare monthly, quarterly, annual invoices/financial reports and submit with progress reports to funders in accordance with grant/contract guidelines in advance of required deadlines.

Contract Management and Administration

Work with Office of Sponsored Programs, General Counsel, Purchasing Offices and project directors to develop, prepare, and/or amend agreements, and develop contractor scopes of work. Negotiate contract language within established organizational parameters.
Manage and review subcontractor and consultant progress and financial reports/invoices, request revisions, and process and approve payments.
Manage competitive bids and procurements including Requests for Proposals.

Management and leadership tasks

Participate in TC focus groups and product explorations/pilots.
Provide suggestions and feedback for new financial and administrative systems
Participate in USDOE and foundation webinars.
Track proposal and financial reporting deadlines and clearly communicate to staff well in advance.
Work closely with CCRC finance team, senior staff, and Teachers College offices, ensuring clear communication.
Learn, implement, and train staff on new systems adopted by CCRC and Teachers College.

CCRC at Teachers College is an Equal Opportunity and Affirmative Action employer. CCRC does not discriminate, and all qualified applications will receive consideration without regard to race; color; national origin; religion; creed; sex or gender (including sex stereotyping and gender identity or expression); sexual orientation; citizenship status; pregnancy; disability; age; military or veteran status; marital or partnership status; genetic information, genetic predisposition, or carrier status; prior unemployment status; consumer credit history; status as a victim of domestic violence, sex offenses, or stalking; or any other category protected by applicable federal, state, or local laws. Legal work authorization is required.

Minimum Qualifications:

Bachelor’s degree
3 years of experience in financial and grants administration, including preparing and submitting budgets, proposals, and invoices/financial reports to funders
Experience or coursework in cost accounting principles and ability to perform related mathematical calculations
Experience in reading, interpreting, and applying foundation guidelines and federal regulations
Excellent organizational, interpersonal, analytical, and communication skills
Advanced skills in Microsoft Office – Word and Excel specifically. Intermediate skills in Access and gift/donor relationship databases. Advanced skills in Adobe Acrobat Pro
Reliable, responsible, good judgment, highly organized, and willing to take initiative
Able to work with precision, with strong attention to detail
Able to multi-task, prioritize, and anticipate and meet strict deadlines
Able to work effectively with all levels of internal and external contacts

Successful completion of interview task(s)

Preferred Qualifications:

More than three years of Sponsored Programs/Grant Administration experience
Advanced degree in a related field
Experienced in bookkeeping with advanced skills in software
Experience in reviewing/revising contracts
Experience with organizational financial/accounting software systems
Grants experience in non-profits or an academic institution