Manager, Research Administration - Core Admin

Columbia University Irving Medical Center; New York (NY); On-site; USD 90,000 - 110,000; Full time

Job summary

A prominent research institution in New York is seeking a Manager of Research Administration to oversee pre-award grant activities. Responsibilities include assisting principal investigators in grant development, managing submission processes, and providing coaching to junior staff. The ideal candidate will have at least 4 years of experience in grant management and strong communication skills. This role requires working closely with various stakeholders to advance research initiatives.

Qualifications

• 4+ years of experience in pre-award grant management.
• Mastery of grant management terminology and standards.
• Capacity to work independently in a multi-tasking environment.

Responsibilities

• Assist PIs with development and submission of federal and state grants.
• Prepare grant budgets and supporting documents.
• Maintain detailed records of grant submissions and other support.

Skills

Pre-award grant management

Coaching

Organizational skills

Problem-solving

Communication skills

Education

Bachelor's Degree

Degree in biological science or business/administration (preferred)

Tools

Microsoft Office (especially Excel)

NIH systems (eRA Commons, ASSIST, RePORTER)

Job description

Grade 105

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $90,000 - $110,000

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 Department of Medicine is among the top ranked departments for NIH funding in the nation, internationally recognized in diverse areas such as diabetes, lipid metabolism, cancer biology, human genetics, developmental biology, immunology, data sciences and outcomes research.

As a member of the pre-award team, the Manager of Research Administration contributes to department’s research mission by supporting grant-related pre-award administrative activities. In this role, the anager of Research Administration will leverage their expertise in pre-award grant administration and their strong organizational and problem-solving skills. The ideal candidate will provide coaching, feedback, and guidance to support other team members’ development and collaborate on continuous improvement efforts and support change management. In addition, the Manager will perform the full scope of pre-award grant management for a complex portfolio of proposals.

To be successful in this role, the Manager should be able to apply their expertise in pre-award grant administration knowledge and an interest and aptitude for coaching and leading others. The Manager should be enthusiastic about building relationships and working closely with principal investigators to contribute to the advancement of research.

ResponsibilitiesPre-Award Grant Administration

• Assists PIs in the development, review, and submission of all Federal, State, and foundation grants and contract applications, including individual investigator grants, multiple principal investigator (MPI), and complex grants, such as training grants, career development grants, and program center grants. Independently leads submission of grants: manages timelines, research team communication, and the overall progression of submission to ensure the on-time completion of high quality, responsive and compliant proposal applications. Proactively communicates progress and roadblocks and collaborates with leadership to mitigate problems and identify or innovate solutions.
• Facilitates and supports identification of funding opportunities on behalf of investigators, as appropriate.
• 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.
• 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 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.
• Guides and mentors researchers and junior team members on grant funding policies and procedures.
• Performs all other duties as assigned within scope of practice and/or training.

Strategy and Continuous Improvement

• Collaborates with leadership to share information and contribute to the ongoing improvement of standards, policies, and procedures leading to the continuous enhancement of service and quality.
• Continuously develops and maintains sound knowledge of federal 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

• Provides coaching, ongoing feedback, and guidance to support junior employee’s development. 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 and maintains a positive relationship with faculty, team members, and collaborators in other internal offices, such as Sponsored Projects Administration and Sponsored Projects Finance.

Minimum Qualifications

• Bachelor's Degree or combination of education and experience.
• A minimum of 4 years of relevant experience in pre-award grant management.
• Demonstrated expertise in the full scope of pre-award grant management, including mastery of terminology, standards, and tools for grant management; prior experience with and understanding of NIH systems (eRA Commons, ASSIST, RePORTER); knowledge of complex budgeting, subawards, and deadline management; management submission of complex grants; and experience implementing new policy changes. Ability to coach, guide, and educate others in the full scope of pre-award management.
• 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.
• A working knowledge of Microsoft Office (especially Excel) or similar software is required and an ability and willingness to learn new systems and programs.
• Excellent oral and written communication skills. Ability to communicate clearly and accurately with department chairs and other senior principal investigators.
• Strong interpersonal and emotional intelligence skills focused on establishing and maintaining productive relationships with faculty, peers, leadership, and other stakeholders.
• Strong customer service orientation and skills. 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

• 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.

Other Requirements

• Successful completion of applicable compliance and systems training requirements.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.