Grants Finance Analyst I

Position Summary

The mission of the Vagelos College of Physicians and Surgeons (VP&S) Office for Research is to facilitate the highest caliber of biomedical research, from basic to translational to clinical, among the VP&S faculty, students, and staff at Columbia University Irving Medical Center (CUIMC).

As a member of the Post-Award Team, the Grants Finance Analyst I, contributes to CUIMC’s research mission by supporting grant-related post-award administrative activities for the basic sciences and other participating departments in VP&S.

In this role, the Analyst I will collaborate to manage a sponsored award portfolio for faculty members with a wide range of research projects, in order to ensure compliance with federal, sponsor, and institutional regulations. Key areas of responsibility will include setting up accounts and budgets; conducting budget planning and projections; performing financial reconciliation; performing payroll accounting; and assisting with close-outs and reporting. Through this role, the Analyst I can expect to learn to perform the full scope of post-award grant management; develop skills in financial analysis and management of complex portfolios; and build experience managing internal client relationships.

To be successful in this role, the Analyst I should be able to leverage grant management experience, knowledge of finance and accounting best practices, and strong critical thinking, analytical, and communication skills to support financial management of assigned portfolios, working collaboratively and independently in a deadline-driven environment.

Responsibilities

Post-Award Grant Administration

Maintains a portfolio of Sponsored Project accounts, in close collaboration with manager. Accurately performs monthly budgeting, projecting, updating and reconciling of research finances for portfolio of accounts.

Trains under the direction of senior staff to develop skills in financial analysis, management of multiple award types, and Notices of Awards and communication.

Co-leads monthly meetings with PIs, together with manager, to address financial portfolio.

Assists with portfolio summaries to prepare for meetings, collaborates with manager on post-meeting summaries and action items.

Sets up new grant accounts and budgets and modifies existing awards with new incoming funding, collaborating closely with Sponsored Projects Administration and senior team members as needed. Ensures that PIs have necessary information, such as chart string details and any pertinent terms and conditions of the awarded project.

Reviews and sets up subaward agreements, setting up new grant accounts and budgets.

Collaborates with faculty to establish salary distributions or address suspense in continuation of projects.

Serves as initial point of review for accuracy of grant related invoice and expenditure payments, requisitions, purchase orders, interdepartmental invoices, expenditure corrections, and journal entries. Requests PI approval and initiates internal processing.

Ensures that research funding is allocated and spent in accordance with PI plan and all applicable guidelines. Tracks and monitors invoices throughout life of award to ensure that subawards are spending their funding in a timely manner.

Performs accurate and timely payroll accounting for assigned grant-related personnel, including initiating and documenting salary distributions, cost transfers, clearing suspense and repository accounts.

Leverages reporting mechanism to tracks internal and external support for faculty and research personnel, including keeping team trackers up to date

Assists in the University year end close-out procedures, including, but not limited to, ensuring there is no grant overrun, all necessary grant expenses have been posted, SAPOS and POs are correctly accounted for and encumbered in ARC Sponsored Projects Financial reports.

Maintains records in accordance with internal procedures, demonstrating compliance with sponsor and sponsor agreements, and University regulations concerning project expenditures, equipment, and other fiscal concerns.

Assists faculty with grant progress reports, necessary compliance documents, review of summary statements and responses.

Performs all other duties as assigned within scope of practice and / or training.

Strategy and Continuous Improvement

Continuously develops and maintains sound knowledge of relevant federal rules and regulations and stays informed about sponsor terms and conditions for submitting and administering grant awards.

Participates in and / or supports special team projects and initiatives and ensure timely communication of issues and status.

Keeps current on all organizational policies, goals, and initiatives.

Successfully completes all required university and department trainings.

People and Stakeholder Management

Works collaboratively and cooperatively with colleagues, faculty, and other stakeholders on all aspects of grant administration. Strong interpersonal relationship and emotional intelligence skills - develop and maintain positive relationships with faculty, team members and collaborators in other internal offices, such as Sponsored Projects Administration and Sponsored Projects Finance.

Contributes to team learning culture by providing support to colleagues, demonstrating self-development, and keeping current on relevant professional development topics.

Demonstrates professionalism and accountability in interactions with internal clients through clear, respectful, and timely communication and responsive follow-up.

• Perform other related duties and responsibilities as assigned / requested.

Minimum Qualifications

Bachelor's Degree or combination of education and experience.

A minimum of 3 years of related experience, including prior pre- or post-award grant management experience.

Knowledge of finance and accounting best practices, good working institutional knowledge and knowledge of the principles of sponsored project financial management, and familiarity with online systems for grant management (e.g., eRA Commons, InfoEd, and ASSIST).

Strong critical thinking and analytical skills, including strong Excel skills.

Capacity to work independently and successfully within a deadline driven, multi-tasking operating environment. Ability to handle multiple projects at increasing levels of complexity and demonstrate sound judgment in managing time, prioritizing, and decision-making.

Project management skills, including leadership, technical project execution, stakeholder communication and team collaboration. Strong interpersonal and emotional intelligence for productive relationships.

Excellent oral and written communication skills. Ability to deliver excellent customer service and liaison with department chairs, senior principal investigators, personnel in central offices and sponsoring agencies.

Self-motivated, adaptable, and resourceful. Proficient in interdisciplinary problem-solving and effective communication with a diverse workforce. Willingness to learn new systems and collaborate respectfully in an inclusive environment.

Strong commitment to fostering diversity and equity.

Preferred Qualifications

Knowledge of sponsors and sponsor requirements.

Familiarity with Columbia systems.