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Columbia University Hiring for Manager of Research Administration at New York, NY Full Time
- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Standard Work Schedule:
- Building: Russ Berrie Pavilion
- Salary Range: $95,000 – $105,000
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
This position provides oversight for portfolio management across projects (budgeting, timelines, strategic planning, etc.), stewardship of division resources (project staffing, skills training, space allocation), compliance and reporting requirements, regulatory reporting, and institutional review board (IRB) issues, and contracts. Facilitates the internal development and maintenance of sponsored projects administered by the department. Coordinates financial reporting and closeout process; ensures compliance with the regulations, policies and procedures, deadlines, and milestones governing the use of sponsored research funds. This position also oversees the recruitment, hiring, onboarding, and retention of new research faculty, fellows, trainees, and staff. The Manager of Research Administration oversees other administrative and operational personnel within the Division, is a key member of the Department’s Finance and Research teams, working closely with the Chair, Vice Chair of Research, Departmental Administrator, Associate Director of Finance, Director of Faculty and Education, Principal Investigators and Faculty, Department and University administration.
Responsibilities
Project Management
Oversees the internal financial and grants management of the Division of Research. Liaises with the University’s Central Pre-Award and Post-Award Core for financial analysis of grants, clinical trials, subcontracts and industry contracts. Setting up new awards and accounts; tracking milestones and due dates for all progress reports and expiration dates of protocols and awarded research grants. Establishes and maintains appropriate communication with sponsoring and regulatory agencies. Works closely with subcontractors to establish a budget, ensure accurate and timely billing, payments, and the renewal of subcontract agreements. Participate in quarterly PI meetings with the Central Cores to review spending and salary allocations.
Recruitment and Personnel Management
Participates in the recruitment, hiring, onboarding and retention of new research faculty, fellows, trainees and staff. Manages all aspects of bringing new programs, laboratories, and investigators on-line: coordinates laboratory moves; assists PIs with IRB, animal and grant transfers; oversees onboarding and orientation process. Partners with Director of Human Resources to oversee onboarding and Visa/immigration requirements for all new hires. Manages time and attendance for all Officers and Union Support Staff in the Division of Research. Provides coaching, ongoing feedback, and guidance to support employee development and performance. Participates in or leads creation and implementation of team processes to promote effective communication, collaboration, and decision-making, and ensure alignment across team. Models and communicates team values and culture. Collaborates with leadership on performance management. Conducts performance appraisals for direct reports, identifies and mitigates any roadblocks to performance, and escalates any performance concerns in a timely manner. Collaborates with leadership and HR to develop and implement action plans, reporting on progress. Models professionalism and accountability in interactions with internal clients through clear, respectful, and timely communication and responsive follow-up. Manages and maintains positive relationships with internal and external stakeholders, such as faculty, internal offices, funding agencies, and collaborating organizations.
Financial Management
In collaboration with Associate Director of Finance, oversees all financial activities related to Division of Research-level funds: These include the Department’s administrative operating budget, philanthropic gifts, recruitment funds, intellectual property income, endowments or other discretionary funds held at the Department level. Creates and monitors annual budgets for gift and departmental projects. Working with finance personnel, monitors procurement and other monthly expenditures to ensure adherence to budgetary guidelines and donor/sponsor restrictions.Oversight of the annual departmental budgeting process for Division of Research with P&S Finance and the fiscal year-end closeout process. Initiation and approval of purchase requisitions and vouchers (including TBERs), as well as reconciliation/approval of Pcard transactions in coordination with finance personnel.
Project Development
In conjunction with the Pre-Award Core, assists Principal Investigators and faculty in the development, review, and renewal of grants, clinical trials, contracts and subcontract proposals. Coordinates and facilitates pre-award grant preparation and submission process, and liaises with the university’s Central Pre-Award Core, SPA, SPIF and CTO for grant submissions. Research and disseminates information regarding research funding opportunities; maintains data on funding sources and a library of agency policies, procedures, and documentation.
Research Compliance
Research Compliance: Coordinates needs of research faculty, staff and fellows with department and college administration to ensure compliance with all relevant policies, procedures and processes. Stays current with regulations, policies and guidelines related to the conduct of research. Coordinates submission of IRB, IACUC and other regulatory protocols that are timed with grant and clinical trial applications. Assists Faculty in competing annual effort reporting requirements and institutional training and compliance.
Operations
Cross covers other administrative positions and performs other duties as assigned. Oversees individuals performing other administrative duties listed.
Ensures optimal functioning and productivity of research administration and shared and individual research laboratories. Participates in space planning and sublet agreements. Coordinates projects and work assignments to ensure deliverables and deadlines are met. Advocates for research faculty, staff and fellows to ensure issues are resolved. Continuously identifies opportunities to improve efficiencies, develop and implement pragmatic solutions, policies and procedures that improve workflow and services and reduce costs.
Laboratory Safety and Planning: Organizes the training and certification programs required for new and renewing research faculty and staff, including relevant courses programs administered by Environmental Health and Safety, Fire Safety, Bloodborne Pathogens and others. Monitors laboratory facilities and staff to confirm safety protocols and best practices are followed. Maintains appropriate documentation and certifications for all equipment and systems. Participates in regulatory visits and inspections; remedies deficiencies. Maintains business continuity and disaster recovery plans for research division; anticipates issues and mobilizes resources and staff to preserve and protect research assets and restore research activity.
Minimum Qualifications
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Bachelor’s degree or combination of education and experience; plus, a minimum of 4 years of relevant research / grant management.
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Demonstrated expertise in the full scope of 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 of MPI grants, complex grants, and training grants; and experience implementing new policy changes. Ability to coach, guide, and educate others in the full scope of pre-award management.
Preferred Qualifications
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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.
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Supervisory and/or training experience.
Other Requirements
- Team leadership skills, including strong communication, feedback, and conflict management skills, empathy and emotional intelligence, and the ability to foster collaboration, promote a culture of goal-achievement, coach and develop others, and lead others through new and changing situations. Ability to handle situations with respect, tact, and sensitivity.
- Strong customer service orientation and skills, with the ability to interact and collaborate positively, constructively, and effectively with multiple constituencies. Ability to model strong service to others and coach others through challenging client situations.
- Strong interpersonal and emotional intelligence skills focused on establishing and maintaining productive relationships with faculty, peers, leadership, and other stakeholders. Ability to adapt to meet the needs of clients, deescalate challenging situations, and mentor others in client 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.
- 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 proactively communicate progress and roadblocks and escalate complex issues to management and research offices.
- Ability to collaborate on and deliver presentations to various audiences, including senior leadership.
- 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.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.