- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
Position Summary - Reporting to the Department Administrator and Vice Chair of Research, the Director of Research Administration is responsible for overseeing and monitoring all aspects of the day‐to‐day administrative, financial and operational and laboratory activities of the Division of Research, which includes the Basic Science Research Group and Clinical Research Unit oversight for portfolio management across projects (budgeting, timelines, strategic planning, etc.), stewardship of division resources (project staffing, skills training, space allocation), government grant proposal submissions and reporting, regulatory reporting and institutional review board (IRB) issues, and contracts.
- Facilitates the development, review, submission, renewal and post‐award management of grants, clinical trials, contracts and subcontracts administered in 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.
- The Director of Research Administration oversees the Program manager and Administrative manager within the Division of Research; and is a key member of the Department's Finance and Research teams, working closely with the Chair, Vice Chair of Research, Departmental Administrator, Director of Finance, Director of Faculty and Education, Principal Investigators and Faculty, Department and University administration.
Responsibilities - Grants Lifecycle Management: Oversees the 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 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. Creates and monitors annual budgets for gift and departmental projects. Prepares year-end financial reports and reconciliations. Participate in quarterly PI meetings to review spending and salary allocations. Financial management of Core Service Centers, including Service Center rate setting and invoicing. Conduct budget and financial transactions related to Department-level funds, such as: the Department's administrative operating budget; gifts, recruitment funds, or other discretionary funds held at the Department level. Monitors procurement and other monthly expenditures to ensure adherence to budgetary and sponsor restrictions. Oversight of the annual budgeting process 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 post-award grant finance.
- Pre-Award Process: 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.
- Recruitment and Human Resources: 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.
- 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.
- Cross covers other administrative positions and performs other duties as assigned. Overees individuals performing other administrative duties listed below.
- Research Cores and Enrichment Programs: Administers the Skin Disease Research Center (SDRC) P30 core facilities, and the Alopecia Areata Center for Research Translation P50 Cores, as well as education and training programs. Works with Principal Investigators and laboratory staff to order supplies, equipment and maintenance. Coordinates annual pilot project submission and review competition. Organizes annual international research symposium.
- Operations: Ensures optimal functioning and productivity of research administration, core facilities, 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 - Bachelor's degree and five years of experience in research administration, or a combination of training, education, and experience. Significant experience using Microsoft Excel required. Ability to work under pressure with multiple and competing deadlines required. Must be highly organized, with excellent communication and follow up skills. Ability to work as part of a team, with administrative, clinical research, and financial staff; as well as liaising with central pre-and post-award cores and central administrative offices. Must have the ability to utilize sound fiscal accounting practices and procedures to account for receipt of grant monies and prepare necessary reports.
Preferred Qualifications - Experience with financial management of pre and post grant awards procedures and process in a large and highly complex organization; familiarity with the University's enterprise resource planning and accounting system (Oracle); and, knowledge of Federal, State, and University policies and regulations regarding the receipt and administration of grants and contracts is preferred.
Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents. |
