Teachers College - Jobs - Job Details - Post-Award Grant’s Specialist

Posting Summary:

The Office of Sponsored Programs at Teachers College, Columbia University, is seeking a highly motivated and detail-oriented individual to join our team as a Post-Award Grants Specialist. This role offers an opportunity to contribute to meaningful projects and ensure the effective management of awarded grants.

The incumbent will be responsible for the management and oversight of awarded grants, ensuring compliance with grant terms, financial accountability, and successful project implementation. This position will play a crucial role in the College’s ability to secure and manage grant funding to advance our mission.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
Reporting to the Director of Sponsored Programs and the Post Award Grants Manager for daily operational supervision, the Senior Post-Award Grant Specialist will provide timely, high-quality, and coordinated research post-grant award administrative services to TC faculty in the assigned department(s) for both the Clinical Counseling Psychology Department (CCP) and Education Policy and Social Analysis (EPSA). The incumbent will manage a diverse portfolio that includes federal research grants, contracts, and foundation grants.
Responsibilities will include processing financial and accounting transactions; assuring sound fiscal oversight and financial compliance; serving as representative/liaison between faculty/researchers, department administrators, and sponsors; providing direct support and guidance to faculty in the financial administration of grants and contracts; creating detailed monthly financial reports for analysis and projection of expenditures.

Job Summary/Basic Function:

DUTIES AND RESPONSIBILITIES

BUDGETING 

• Conducts complex award management activities on externally funded projects and occasions, PI-related research accounts.
• Coordinate with Pre-Award SPA for setups.
• Generate monthly budget projections and monitor expenditure burn rates.
• Review and resolve open commitments and overdrafts.
• Review annual budgets to ensure they are in line with the award budget
• Create/generate financial reports (i.e., monthly financial transaction reports) for analysis, projection, and action to assist with managing sponsored projects.
• Works effectively with each investigator to proactively manage the budget and develop spending projections encompassing the project budget's life.
• Monitor sponsor invoicing needs and provide backup documents as necessary to the Office of Grants Contracts and Accounting.
• Maintain cost-share records.
• Reconcile cash advances and gift cards provided to participants in studies

CONTRACTING 

• Subcontracting: Draft and coordinate with faculty/researchers, collaborating institutions, Office of Grants Contracts and Accounting, and the Office of the General Counsel for the development of and ensure the timely set-up of subcontracts and contracts with consultants
• Contracting Development and Review: interprets terms and conditions as well as associated rules and regulations as they apply to competing, negotiating, and administering subcontracts and grants under prime contracts and Cooperative Agreements
• Act in the capacity of subject matter expert to provide researchers with guidance on and interpretation of Federal, State, and local as well as all sponsor regulations, terms, and conditions as they relate to the life cycle administration of subcontracts and grants
• Responsible for ensuring all vendor and sub-award purchase orders and invoices are reviewed, approved, and submitted promptly and accurately.
• Aid in drafting the Banner Request Form, noting all critical terms and conditions of the award.

PERSONNEL 

• Hiring: Works with the investigator to determine the appropriate staff, student, and volunteer positions according to the project budget, expectations, and TC policies.
• Responsible for all payroll-related processing.
• Coordinate with the Office of Grants Contracts and Accounting to manage the project effort and reporting processes to ensure accurate payroll distribution to each project within the portfolio.
• Coordinate staff and student employees hiring/separations for portfolio, including posting job requisitions through the College’s human resources recruitment software.
• Manage student, postdoc, and visiting scholar appointments.
• Review project portfolio compensation and non-compensation expense reports for accuracy.

REPORTING 

• Coordinate the financial aspects of progress reports, budget requests, sponsor prior approval requests, and carryover requests with sponsored project staff.
• Assist with the preparation of financial reports to sponsors in conjunction with research accounting
• Serve as the college liaison with the sponsor in the negotiation of changes to sponsored research commitments, budget adjustments, changes in scope, and project extensions

PAYMENT PROCESSING & RELATIONSHIP MANAGEMENT

• Procurement: Responsible for timely and accurate setting up all necessary purchase orders and related policies to comply
• Coordinate with the department administrative assistant, to manage all purchasing and accounts payable processing, including purchase requisitions, consultant agreements, travel reimbursement, PCARD transactions, and vendor invoices
• Assist the Grants and Contracts Office in obtaining payment for outstanding receivables
• Work closely with college offices, especially with Grants and Contracts Accounting, to ensure a productive and collaborative relationship
• Work effectively with investigators to service their projects and build a culture of partnership and trust
• Serve as a resource to both internal and external colleagues

SPONSOR CLOSEOUT

• Work effectively with each investigator before the project and budget end date, to ensure all compensation and non-compensation items are booked accurately for each project.
• Work effectively with research accounting to ensure the final invoicing is accurate and submitted according to established processing guidelines.
• Ensure that the general ledger accurately reflects all activity; works with research accounting or other relevant college partners to correct inaccuracies

OTHER 

• Maintain complete records and documentation.
• Keep abreast of regulations, external and internal policies, and procedures governing the administration of grants and contracts.
• Contribute to improving workflow, current practices, business processes, and policy.
• Participate in office-wide projects that ensure the institution is compliant with sponsor obligations and requirements.
• Assists Post-Award Grants Manager with developing internal policies and procedures regarding College post-award policy.

Other duties as assigned 

Minimum Qualifications:

• Bachelor's degree or equivalent in education, training and experience.
• Three to four years of post-award-sponsored research administration and oversight of federal and private grant administration at an institution of higher education.
• Four years of working knowledge of major federal sponsor regulations and pre/post-award policies (e.g., Uniform Guidance).
• Knowledge of Google Suite and Microsoft Office (strong facility and aptitude with Excel ) and ability to learn and adapt to new technology. Must have a strong working knowledge of information systems including electronic grant activity tracking, application submission, and reporting platforms, including but not limited to NIH Commons, NSF Fastlane, and Grants.gov.
• Ability to work with a high level of accuracy in a fast-paced environment with multiple deadlines.
• Ability to work independently as well as cooperatively in a team environment.
• Superior customer service focus and ability to collaborate with multiple constituencies.
• Must be able to exercise sound judgment in clarifying and resolving issues of concern.
• Strong oral and written communication skills, sound judgment, analytical problem-solving ability, and high-quality service.
• Knowledge of compliance regulations in all areas of research administration, including but not limited to Conflict of Interest, Human Subjects, Export Controls, Responsible Conduct of Research, etc.
• Extensive experience in processing grant modifications, including but not limited to no-cost extensions, budget revisions requiring sponsor approval, changes in key personnel, PI transfers, etc.

Preferred Qualifications:

• Demonstrated record of composing and negotiating complex contracts and other agreements, effectively using knowledge of prime award terms, core College principles, policies, and processes.
• Ability to take the initiative and work independently.
• Ability to work effectively, prioritize, and be flexible in a high-paced, high-volume professional environment.
• Ability to interpret and provide technical support on grant programs and application criteria.
• Master’s degree or CRA

Salary Range:

$ 76,000.00- $95,000

Work Modality:

Hybrid

Equal Employment Opportunity

Teachers College is committed to fostering a diverse and inclusive academic community and to providing equal opportunity in employment.  All qualified applicants will receive consideration regardless of race, color, sex (including pregnancy, gender identity or gender expression), religion, creed, national origin, age, citizenship, disability, marital status, sexual orientation, veteran status, or any other legally protected status.