Advertised Summary Job Description: Reporting to the Department Administrator, the Grants and Finance Coordinator plays a key role in the Columbia Stem Cell Initiative by overseeing grants administration and financial operations. The Coordinator possesses detailed familiarity with policies and best practices for managing federal and non-federal grants in a university context and applies that knowledge as the in-house expert on grants management. He/she also acts as a key liaison between the Stem Cell Initiative and a wide range of internal institutional offices.
Duties include: Manage financial operations, including use of grant and non-grant funding. Monitor expenses, track balances, conduct variance analysis, and project burn rate and future utilization. Ensure all financial activities are in compliance with institutional and sponsor policies. Manage subcontract finances.
Reconcile accounts; perform accounting associated with monthly and annual close; support financial audits. Ensure completion of regular financial attestations and other reports.
Assist Department Administrator with annual budgeting process and other financial planning.
Work closely with Executive Assistant and institutional grants management personnel (SPA and SPF) to prepare financial components of proposals (budgets) and reports to sponsors. Facilitate grant transfers and new fund setup. Manage sponsored award financial reporting and closeout.
Initiate financial transactions such as employee reimbursements, purchase requisitions, and journal transfers. Reconcile P-card transactions. May review or approve transactions submitted by others.
Working closely with managers of Core service facilities, manage service center finances. Generate invoices, initiate funding transfers, and track collections. Assist with annual budgeting and rate setting process.
Manage labor schedules for Stem Cell Initiative personnel and ensure effort is charged to correct accounts. Perform labor cost transfers. Monitor effort compliance and act as effort coordinator.
Act as departmental point person for routine Human Resources transactions. Collect and track time sheets, perform time sheet data entry, monitor employee use of paid time off, and notify parties of staffing changes. Assist Department Administrator with hiring and other HR processes. Track upcoming HR actions such as upcoming employee visa or appointment renewals.
Act as departmental expert on purchasing process. Prepare complex requisitions, including for large capital equipment purchases. Work closely with laboratory manager(s) to ensure efficient and compliant purchasing of lab supplies and other materials. May review/approve others' purchases. Act as a liaison to vendors regarding such topics as vendor setup/management, order follow-up, and invoice payment. Advise researchers and other personnel on purchasing policy, procedures, and best practices. Maintain documentation on purchases in a compliant manner.
Assist with orienting new faculty members and staff to the department by communicating purchasing and financial processes
Work closely with laboratory manager(s) to establish relationships with other labs and service centers at Columbia, to make most efficient use of resources and foster productive collaborations.
General Minimum Qualifications: Requires a bachelor's degree or equivalent in education and experience, plus three years of related work experience.
Skills: Experience with grants management in a university environment is required, as is experience using financial transaction systems at Columbia or a similar institution
Also required: Knowledge of Microsoft Office suite, including strong familiarity with Excel. Applicant must be highly organized, reliable, and dependable, with a clear track record of accountability and ability to follow through on assigned tasks. Strong oral and written communication skills required. Must have strong analytical skills, ability to foster collaboration and to work under minimal supervision, and an ability to manage multiple competing priorities.
Highly desirable: Familiarity with higher-ed administrative policies and standard procedures. Experience in academic health care environment. Experience supervising student workers or other casual/clerical staff.
Additional Specific Minimum Qualifications:
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.
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.