Grants Coordinator

1 month ago

Detroit, United States Columbia University Full time

Position Summary

About the team

The Research Administration team provides pre- and post-award support to faculty of the Department of Obstetrics and Gynecology (Columbia OBGYN), which is within the Vagelos College of Physicians and Surgeons of the Columbia University Irving Medical Center. The faculty of Columbia OBGYN conduct cutting-edge clinical and basic science and are internationally recognized leaders in maternal and fetal medical research. In NIH FY24, Columbia OBGYN ranked #6 in funding from the National Institutes of Health for OBGYN funding. Columbia OBGYN has also been recognized as a Maternal Health Research Center of Excellence by the National Institutes of Health (NIH) as part of their Implementing a Maternal Health and Pregnancy Outcomes Vision for Everyone (IMPROVE) initiative.

OBGYN submits approximately 100 proposals to external sponsors for funding annually and now receives approximately $20 million in sponsored funding per year. Our job is to take care of the business of research, so that our faculty can focus their energies on innovative ideas to push their fields forward.

What you will do

The Grants Coordinator would be responsible for providing administrative and project management support to the Research Finance Team. The individual would be supervised by the Pre-Award Grant Manager and work closely with the team’s Grants Managers and Director of Research Finance.

Key duties include project management, maintaining and reviewing pre-award materials for compliance, managing subaward requests, and facilitating communication with external departments. The role also entails overseeing project-related correspondence and ensuring timely updates to internal databases and team files.

The ideal candidate for this role would be looking to expand their project management skills and apply them to work with sponsored research projects.

Responsibilities

Supporting project management, task tracking, and general administrative support (35%-50%): Manage and maintain accurate and timely data entry into team’s internal database (Airtable). Monitor requests and update logged tasks (proposals, reports, etc.), award setups, subcontracts, and salary allocation backup. Oversees central inbox and updates database, team files, and forwards information to team as needed. Internal Record Creation and Ownership (15%-20%): Manage and maintain accurate and timely data entry into internal databases such as RASCAL. As the key user of RASCAL, the Grants Coordinator would complete data entry and gain appropriate approvals for all records. Pre-Award Material Review (15%-25%): Conduct preliminary reviews of pre-award materials such as other support documents, biosketches, budget justifications, etc. to ensure compliance and accuracy. Subaward Management (10%): Support outbound and inbound subaward requests, including support with communication between various subcontracting sites, organizing materials, conducting preliminary reviews, filling in and filing internal paperwork for Grant Manager review, etc. External Department Communication (5%): Engage in regular follow-ups with external departments, primarily focusing on RASCAL support requests, eRA Commons Setups, confirmation of personnel salaries between departments, and ad hoc inquiries requiring input from Sponsored Programs Administration (SPA) or other relevant departments. Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

We are looking for someone who meets these minimum requirements to be considered for the role. If you meet these requirements, please consider applying. .

Bachelor’s degree in any field or equivalent in education and experience Desire to learn how the pre-award/post-award lifecycle for sponsored projects works. Ability to collaborate with a diverse group of constituents, such as faculty, administration, and external contacts (e.g. central offices, subawardees). Attention to detail, ability to maintain meticulous organization, and follow-through on commitments. Ability to work with sensitive information (e.g. salaries or contracts).

Preferred Qualifications

The preferred qualifications are a bonus, not a requirement.

Two or more years in an office environment. Background as a project coordinator. Experience with project management concepts. Previous experience with Columbia University’s proposal tracking (RASCAL), HR (PAC), and financial (ARC/FDS) systems.

The Department of Obstetrics and Gynecology is dedicated to the goal of building a multicultural faculty and staff committed to teaching, working and serving in a diverse community, and strongly encourages applications from candidates of traditionally underrepresented backgrounds.

We are continuously seeking to recruit individuals who will enhance the diversity of our workplace and the effectiveness of our organization.

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