Grant Funded
POSITION SUMMARY
Reporting to the Senior Grants Manger, the Grants Manager supports the effective and efficient administration of awards throughout the entire award life-cycle, from pre-award to close-out, focusing on regulatory compliance, assessment and mitigation of business risk, and enforcement of policies and procedures. Provides expert support to award administration and contracting.
MAJOR ACCOUNTABILITIES
Pre-Award Functions:
- Serves as a technical resource to ICAP staff in interpreting donor rules and regulations during the proposal stage and serves as the point of contact for contractual discussions and negotiations with donors through CU-Sponsored Project Administration (SPA)
- Coordinates the preparation and production of ICAP proposals and submissions ensuring that they contain all required information and data, and comply with donor requirements and Columbia University policies
- Supports the development and monitoring of policies, procedures and templates for proposal development. Assists the development of templates for narrative elements, budgets, and budget justifications that meet the requirements of funding agencies and Columbia University, and are user friendly for program and country staff
- Serves as the point of contact on grant matters, subcontracts and other agreements for the development of assigned award applications. Provides input and advise on compliance matters as they relate to assigned proposal/grant applications
- Assists in the review of proposal budgets for cost realism, regulatory compliance, indirect cost rate recovery, invoicing implications, and business risk. Coordinates review and negotiation of awards, including scope of work, , reporting requirements and special terms and conditions
- For assigned award application, manages all communication with funder directly or indirectly through CU-SPA throughout the entire pre-award phase, including managing requests for revised budgets and program work plans
- Maintains personal work management system for tracking tasks and follows-up on actions to ensure timely completion of deadline driven tasks and outcomes. Also maintains proposal/grant data in the ICAP/CU system
- Works in a team environment supporting a myriad of pre-award activities and projects
Post-Award and Close-out Functions:
- Upon award, prepares and distributes new award notices to PI summarizing the terms and conditions of the award including performance period, budget allocation, budget restrictions, and annual and filing report due dates. Conducts new award briefing with ICAP management teams, finance teams, field staff, PI and or other stakeholders, and assigns cost center numbers
- Maintains complete prime award documents (electronic), including submission and transmittal of grant deliverables (programmatic, financial or audit related)
- Responds to questions and inquiries from funders, partners, internal and external stakeholders
- Resolves contractual issues/problems/disputes arising from prime award, sub-grants and sub-awards
- Coordinates the continuation application process, award reporting requirements (quarterly and/or annual technical reports) and required prior approval actions in collaboration with program teams, finance teams and other internal ICAP units
- Assists with monitoring ongoing business risk including tracking of funding, delayed execution of contracts, expired authorizations, delayed payments, and regulation of advances to subcontractors and vendors. Reviews Notice of Awards (NOAs) to verify accuracy of award and obligated amounts against prime award records, such as extensions and modifications
- Supports the monitoring of operational activities of the domestic research portfolio
- In the absence of the Senior Grants Manager initiates and/or participates in Country Profile Reviews to assess overall performance with terms and conditions of awards as measured through review process
- Assists in the development and delivery of on-site and off-site training (formal and informal) of ICAP staff in NY and field offices; serves as facilitator or presenter at “brown bag” learning sessions on specialized topics, participates and moderates discussions within the grant/contract community of practice
- Coordinates assigned award close-out, including planning, executing and providing technical assistance to headquarters and country offices
Miscellaneous:
- Develops and maintains up-to-date knowledge of federal grants and contracts rules and regulations with an emphasis on proposal guidelines and systems, policies and procedures
- Performs other duties as assigned
TRAVEL REQUIREMENTS
- Requires no international travel
EDUCATION
- Bachelor’s degree in Business or related field
EXPERIENCE, SKILLS & MINIMUM REQUIRED QUALIFICATIONS
- Minimum four (4) years of related experience working on grant administration
- Working knowledge of donor (USG and non-USG) rules and regulations, including but not limited to USAID, DHHS, DOE, etc., and management of USG Cooperative agreements, grants and contracts
- Self-motivated, entrepreneurial, results-driven, customer-service oriented that works well in a deadline driven, multi-tasking environment
- Experience managing compliance with federal government grants and contracts in accordance with CFRs and FARs
- Demonstrated experience working independently and in a team environment within a multicultural environment
- Strong interpersonal, communication, organizational, analytical, and leadership skills
- Expert skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat
EXPERIENCE, SKILLS & PREFERRED QUALIFICATIONS
- Advanced degree in business, international relations, public health or project management
- Written and spoken language skills in French or Portuguese
- Administrative Project Management training and experience in international settings
- Solid understanding of USG’s project design and development process and the factors important to evaluation committee decision making
- Minimum three (3) years of work experience in the international development field. Field-based experience desirable
- Demonstrated expertise in writing and analyzing proposal sections, including past performance, corporate capabilities, management plans and budgets
- Excellent technical skills in writing, editing, formatting, research and negotiation
*Columbia University is an equal opportunity and affirmative action employer.
How to apply:
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jobs.columbia.edu/applicants/Central?quickFind=132571
