Data Science Institute at Columbia University is a world-leading institute in research and education in theory and practice of the emerging field of data science. The Data Science Institute's mission involves advancing the state of the art in data science, while ensuring the responsible use of data for the benefit of society. To drive sound fiscal planning, responsibility, and grants management practices, the Institute invites candidates for the Associate Director of Finance and Grants Management.
The Associate Director of Finance & Grants Management will be tasked with assisting the Data Science Institute's growing finance & grants portofolio. As a University-wide interdisciplinary research institute, this position will be required to work alongside administrative units across the university's campuses, schools and departments on awards managed in DSI from faculty across the University.
Reporting to the Director of Finance and Grants Management, the incumbent will assist the day-to-day financial and grants management operation, including the co-management of a scalable finance and grants team. She/he will monitor and support the Institute's the monthly, quarterly, and annual closing process for a grants portfolio of ~$20mil in annual grant expenditures.
The Associate Director of Finance & Grants Management is a hands-on finance and grants position that plays a substantial role in the execution of the day-to-day finance and grant operations.
Finance Strategy and Operations
Support the Institute's Director of Finance and Grants Management on the oversight of the completion of the day-to-day financial strategy and operations to ensure timely reporting, compliance, and best practices are adhered to in the management of the Institute's finance, grants, and other awards portfolio.
Provide strategic financial planning and forecasting by capturing and analyzing data to inform financial decisions and recommendations to the Director of Finance and Grants Management on the viability of the Institute's fiscal responsibilities. Utilize budget analyses and modeling to forecast future financial needs/resources;
Ensure financial management reporting and control systems are accurate and effective. Monitor Institute's Centers' expenses, oversee compliance with University/affiliate policies, procedures and regulations.
Provide leadership in the monthly projects reconciliation and quarterly attestations; overseeing fellowship/assistant budget; responsible for preventing overdrafts; budget submission process and reports; recommends level of spending, resolves financial problems.
Ensure timely budget submission and other regular and ad hoc reporting. In consultation with the Director, monitor the budget and fiscal operations, including long- and short-term planning, and expense management, as well as financial reporting requirements.
Assist with the supervision of staff involved in the procurement process and work closely with other departmental supervisors to ensure that all staff engaged in procurement and accounts payable activities are properly trained and that purchasing takes place smoothly and in a compliant manner.
Assist the Director with the hiring, training, supervising, and the professional development of the Institute's full-time finance & grants staff (3), and student assistants.
Other duties as assigned.
Assist in the design, development, and implementation of reports required to ensure uniform guidance in the work with, and reconciliation of, funding for the Institute's research activities as well as with the individual and collaborative work with the principal investigators (PI's). This includes, but not limited to, a funding portfolio inclusive of (un)/restricted grants, contracts, gifts, etc. Execute and maintain an active culture of strategy development and operational efficiency.
Partner with the Institute's Finance & Grants team accurately and effectively execute Post-Award Management: to include but not limited to:
Post‐award financial analysis of grants, gifts, etc., subcontracts and contracts.
Tracks 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,
Principal Investigators and other designated University members regarding grant/account status.
Works closely with subcontractors to establish a budget, ensure accurate and timely billing, payments, and the renewal of subcontract agreements.
Work in parallel with the Institute's Director of Finance and Grants Management, the Executive Director of Strategic Programs, and the Institute's Associate Director of Research and Grants Development on the curation, preparation, and submission of the Institute's growing pre-award lifecycle. Actively assist their efforts in the cross-training of the Institute's team to ensure future capacity building and scalability as the Institute's pre-award activities and portfolio increases.
Work with Principal Investigators, faculty, and finance to ensure adherence to pertinent regulations, policies and procedures that govern sponsored grant funds.
Stays abreast of regulations, policies and guidelines related to the conduct of research.
Lead regulatory audits and inspections; corrects deficiencies.
Ensure compliance and regulatory requirements for grants are fulfilled and milestone deadlines met including Conflict of Interest and Effort Reporting.
Other duties as assigned.
Bachelor's degree required or equivalent in education, training, and experience, plus at least five (5) years of related experience.
Must possess advanced Excel skills, including familiarity with the creation and use of complex pivot tables, lookup functions, and other features for formatting, manipulating, and analyzing data.
Strong familiarity with financial principles and processes related to award management in academic research or similar environment is a must.
Comprehensive knowledge of sponsored project lifecycle; strong working knowledge of pre-award process; detailed familiarity with post-award financial management and compliance activities needed.
Outstanding diplomatic and communications skills; ability to build collaborations and gain buy-in from clients and other partners within an organization. Must be able to communicate clearly and accurately directly with senior principal investigators. Must be able to communicate effectively on a technical level with operations personnel in central offices.
Exceptional judgment in matters of financial management, compliance, communications, and priority- setting; demonstrated ability to produce accurate results and meet deadlines
Demonstrated, advanced analytical skills and organizational skills.
Demonstrated ability to prepare reports on complex financial information and present them clearly to others.
Must possess familiarity with relevant federal regulations as well as typical institutional requirements and best practices for sponsored project management.
Advanced degree in a relevant discipline is highly desired.
Prior experience managing or leading grants and contracts administration in a university or academic healthcare/basic science research setting is preferred.
Supervisory experience that includes hands-on familiarity with personnel policy and practice; ability to mentor management-level team members.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 501945
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.