Advertised Summary Job Description: Reporting to the Director of Research and Director of Grants Management, the Administrative Coordinator will be responsible for administrative and financial activities in the College of Dental Medicine research administration and sponsored projects (pre- and post-award) management. Specific responsibilities will include: -Coordination of the College of Dental Medicine research events: organize and manage student and faculty research conferences, symposia, guest lectures and other events, including coordination of the speakers/presenters, presentations review process, production of posters and other materials, space and catering reservations. -Coordination of the College of Dental Medicine student research program: collect and review applications, complete required documentation, process awards.
-Assist with managing the internal research awards (incl. the CDM Faculty Pilot Grant Award): administer the application and review process, assist faculty with submissions, assist with processing and monitoring the awards. -Data collection and management. Organize and maintain collection of data and records on CDM research, grants, publications, faculty and students' research projects and research effort, other research metrics. Coordinate and regularly update the database of CDM grant awards and research projects. -Assist in planning, budgeting and reporting of CDM sponsored and non-sponsored research (including student research). -Sponsored projects pre-award activities: take full responsibility for assigned grant submissions ? assist Principal Investigators (PI's) / faculty in the preparation and submission of grants and contracts applications; assist in developing and reviewing grant budgets; assembly of submission packages, ensure conformance to formatting, documentation guidelines and compliance to CU's policies and procedures; stay up to date with the NIH submissions processes, procedures, forms and serve as a key pre-award expert. Will use the CU InfoEd system for grant application submissions and the CU RASCAL system for Protocol Tracking, IRB and IACUC submissions; help faculty use these systems. Troubleshoot InfoEd process.
-Sponsored projects post-award activities: take full responsibility for assigned grants -- coordinate projects setup, budgeting and payroll allocation, perform expense monitoring and analysis, quarterly expense attestations, financial and administrative troubleshooting for assigned projects. Interact and coordinate directly with faculty, funding agencies, CU administrative offices, Departments and Centers, affiliates and subcontracting institutions; administer and update the CU Space Survey. Assist with the annual effort certification. Assist in setting up subcontracts, submission of progress reports, grant transfers, guidance and tracking of IRB & animal protocols. Maintain and update research faculty information (including biosketches, research support). -Purchasing and Accounts Payable: perform purchasing and accounts payable tasks, including faculty and students travel and business expense reimbursement, in the area of research administration and sponsored projects management. -Compliance: monitor and ensure faculty, students and staff compliance with the federal, sponsors', University and College policies, procedures and rules pertaining to sponsored projects and research. -Communication: assist with internal communication on research and sponsored projects activities in coordination with the CDM Communications office; prepare and update information materials and web pages as needed. -Perform other duties as needed.
The Administrative Coordinator will closely work with the CDM faculty, students, academic and administrative units, as well as University central offices (Sponsored Projects Administration, Sponsored Projects Finance, Purchasing, IRB, IACUC).
General Minimum Qualifications: Bachelor's degree or equivalent in training, and /or experience plus a minimum of three years related experience.
Additional Specific Minimum Qualifications: Excellent organizational, interpersonal, analytical, communications and customer focus skills. Must have knowledge of sponsored projects policies and procedures. Experience in sponsored projects management, particularly in pre-award / grant submissions. Experience in financial management and analysis, preferably gained at a research university. Must be a team player, have ability to work with multiple projects in a fast-paced environment under tight deadlines, prioritize, complete tasks in a timely manner. Must be detail oriented, and be able to work independently and collaboratively. Must be able to create complex Excel spreadsheets. Must have advanced computer skills in Word, Excel and PowerPoint. Bachelor's degree required, preferably in business, finance, management, or sciences. Master's degree in business, finance, management or sciences preferred.
Preferred Qualifications: Knowledge of CU systems (RASCAL, ARC, InfoEd); knowledge of the federal funding policies and NIH systems, and CU facilities.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_166742
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.