Lead Manager, Sub-Award Administration

2 weeks ago

New York, New York, United States Columbia University Full time
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • Hours Per Week: 35
  • Salary Range: $105k - $115k
The salary of the selected candidate will be determined based on various factors, including 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 Overview

Under the direction of the Chief Financial Officer, the Lead Manager, Sub-Award Administration is tasked with the comprehensive management and oversight of all sub-agreements and sub-contracts executed under ICAP grants and contracts. This role involves interpreting terms and conditions, as well as relevant rules and regulations, pertaining to the negotiation and administration of subcontracts and grants under prime contracts and Cooperative Agreements. The Lead Manager will provide essential support to project management unit liaison staff throughout the entire subcontract/grant life cycle, assess training needs for program personnel, and develop and deliver training sessions, seminars, and additional resources while supporting all audit actions conducted at ICAP headquarters and field offices in collaboration with Country Sub-Award Representatives, Finance Directors, Country Directors, and New York-based colleagues involved in Awards Management and Project Portfolio Management.

The Lead Manager, Sub-Award Administration will supervise a team of Sub-Award Managers responsible for the daily administration and oversight of sub-awards and sub-contracts.

This position is contingent upon grant funding.

Subject to business needs, flexible and hybrid work arrangements may be supported. Options will be discussed during the interview process.

Key Responsibilities

  • Serve as a subject matter expert, providing guidance and interpretation of Federal, State, and local regulations, as well as donor regulations, terms, and conditions, related to the life cycle administration of subcontracts and grants (10%)
  • Monitor organizational risks, including tracking funding delays, execution of subcontracts, expired authorizations, delayed payments, and advances to subcontractors and vendors (10%)
  • Oversee a team of New York-based sub-award managers to ensure successful execution and delivery of sub-award and sub-contract administration to field offices, supporting the broader ICAP community, including the Finance Unit (10%)
  • Review and internally approve all sub-agreements to ensure compliance with donor and University requirements, including relevant donor-required terms and conditions (10%)
  • Act as ICAP's primary liaison with MSPH SPA and CU Purchasing/Accounts Payable to facilitate submission and approval of sub-recipient award packages, donor concurrence requests, wire requests, major procurements, and other administrative actions (10%)
  • Manage sub-award agreements with partners, including developing sub-award agreement documents, reviewing quarterly narrative and financial reports, processing payments, providing ad hoc support, and managing closeout (10%)
  • Draft all portfolio sub-agreements using approved templates, incorporating relevant federal flow-down terms and conditions, and obtaining CU Sponsored Project Administration (SPA) signatures for fully executed agreements (10%)
  • Ensure timely resolution of internal and external issues related to grants, sub-recipient, and subcontract administration (5%)
  • Collaborate across ICAP to design and implement improved internal systems, tools, and templates for enhanced sub-recipient award monitoring, evaluation, and compliance (5%)
  • Coordinate training and technical support for ICAP country offices and sub-recipients to enhance their administrative systems, monitoring capacity, and financial management skills (5%)
  • Lead the review and adaptation of ICAP Standard Operating Procedures related to sub-recipient awards to ensure compliance with USG and CU requirements (5%)
  • Design and implement compliance grant programs, including risk assessment, sub-recipient monitoring, oversight, and audit determinations (5%)
  • Perform other related duties as assigned (5%)

Minimum Qualifications

  • Bachelor's degree or a combination of education, training, and experience
  • A minimum of four (4) years of relevant experience
  • Advanced knowledge of OMB Uniform Guidance; Federal Acquisition Regulations: 22 CFR 226 and 22 CFR 228, and the grants policies of HHS (CDC and HRSA), NIH, and USAID
  • Demonstrated experience in preparing and managing US Government grants and contracts
  • Proven ability to exercise sound business judgment to prioritize and successfully manage multiple complex tasks under pressure
  • Strong communication skills, both oral and written, with the ability to build professional relationships internally and externally across diverse cultures and backgrounds
  • Proficiency in Microsoft Office Suite (especially Word, Excel, and PowerPoint)
  • Exceptional organizational skills with the ability to manage staff and prioritize multiple projects with conflicting deadlines and competing priorities
  • Advanced critical thinking and complex problem-solving skills, with a keen attention to detail
  • Experience working in a multi-disciplinary team environment with various levels and types of employees
  • Integrity and professional discretion in handling confidential matters
  • Experience in cost and price analysis, award negotiations, subcontract management, procurement, performance auditing, and dispute resolution
  • Ability to analyze financial data and prepare financial reports
  • Proven experience using ERP systems

Preferred Qualifications

  • Master's degree in a relevant field
  • A minimum of two (2) years of supervisory experience
  • Experience working with international non-profit or academic institutions on sponsored projects

Other Requirements

  • 2-4 international trips per year, lasting up to 2 weeks each

Columbia University is an Equal Opportunity Employer and is committed to the hiring of qualified local residents.

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