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Manager of Research Administration

4 weeks ago

New York, United States Columbia University 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

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