Senior Post Award Officer

Position Summary

The SrPO is expected to deliver high-quality, customer-focused grants management services, interacting with faculty and administrative staff to facilitate sponsored-project planning, program and administration, and serve as the single point of contact in this regard. After an initial training period, the SrPO is assigned a group of departments, centers and institutes to support The SrPO is expected to adhere to all sponsor and university guidelines and procedures at all times. This position requires problem-solving skills in a deadline-driven environment as well as the consistent exercise of independent judgment and discretion in matters of significance.

Responsibilities

• Receive and perform institutional review of grant and contract proposals to ensure they meet sponsor and University requirements prior to being submitted;

• Ensure that a Rascal PT record has been created and registered by the department prior to starting review of proposal;

• Utilizing established proposal review procedures, perform necessary review per the Proposal Review Checklist and in advance of proposal submission;

• Assist PIs and departments with proposals to meet agency requirements and guidelines;

• Ensure conflict-of-interest and other necessary compliance requirements have been met prior to submission in accordance with established policies and procedures;

• Assist researchers, faculty, and department administrators with electronic grant preparation, submission to Grants.gov, and other electronic application venues;

• Ensure that finalized and complete Rascals are in place prior to submission of proposals;

• Assigned the authority and responsibility as official signatory on designated applications

• Just-in-Time (JIT) receipt, processing and submission

• Receive JIT requests from sponsor, department or PI via central e-mail or other method and process necessary requests;

• Forward any JIT requests received directly from sponsor, department, or PI to SPA central e-mail box for proper receipt and tracking;

• Upload submitted JIT materials after submission to sponsor into InfoEd as well as updating the status to “JIT submitted.”

• Award receipt, negotiation and acceptance of grants & contracts and account set-up

• Review and process Notices of Awards (NOAs) and contracts according to established procedures for award receipt and account setup;

• Ensure timely processing of NOAs and contracts received directly from PI, department, or sponsor to central, grants-office e-mail box upon receipt for central logging and processing;

• Ensure established procedures for tracking statuses with InfoEd are maintained;

• Review, analyze, and negotiate award and contract terms and conditions;

• Coordinate with CTV on non-federal grants containing language related to Intellectual Property and copyrights for review and approval, as well as send template e-mail to PI/DA;

• Determine the necessity for and coordinate with Office of General Counsel (OGC) on their review of awards, including contracts and subcontracts;

• Track OGC/CTV requests in central tracking system;

• Advise concerned parties of their responsibilities in meeting special or unusual award requirements;

• Coordinate with appropriate University Officials requests for indirect-cost waivers, cost sharing, and carry-forward actions.

• Ensure compliance with award regulatory terms and University policies, such as Conflicts of Interest, Human Subjects & IACUC approvals, etc.;

• Data enter awarded information into SPA grants management system for account creation and account modifications;

• Post data entry, review and reconcile the information and attributes fed from the grants management system to the University’s financial system (ARC), to ensure both systems are synchronized.

• Post-award responsibilities

• Review and submit required annual and interim progress reports to sponsors based on established procedures;

• Analyze, coordinate, and approve requests for prior approval of post-award changes and actions;

• Review, coordinate, and negotiate award modifications;

• Assist PIs, department staff, and central-administration staff in solving project-related administrative problems and issues;

• Review and endorse correspondence to sponsors.

• Other duties

• Function as liaison to federal and non-federal grantor agencies and subcontracting institutions;

• Provide support to department grant managers, administrators, and PIs;

• Review awards and contracts and resolve grant-related questions posed by researchers, faculty and staff;

• Act as a resource for researchers, faculty and department administrators with respect to updates and changes in regulations and policies of grant agencies;

• Maintain all necessary sponsored project related documentation in hardcopy and electronic files per established guidelines;

• Work with assigned Financial Analyst to maintain an efficient team effort;

• Review weekly pre-award and post-award management reports;

• Review quarterly proposal and award reports;

• Perform other duties as assigned including working on special projects;

• Provide necessary support in the on-going audit processes, for both internal and external clients.

The ideal candidate will pocess the following:

• Experience with electronic information systems that support grants and contracts workflow and management;

• Proven knowledge of federal, state, city government and private non-profit policies and regulations related to sponsored projects;

• Proven knowledge of OMB regulations;

• Strong mathematical and organizational competencies are essential;

• The SrPO is expected to perform in an independent manner, as well as take direction from their team lead;

• Demonstrate general knowledge of business practices, and University and sponsored project policies and procedures;

• High level of attention to detail;

• Outstanding organizational skills and the ability to manage and prioritize multiple projects with conflicting deadline pressures and competing priorities;

• Sophisticated customer service abilities;

• Strong computer skills;

• Superior verbal and written communication skills and exceptional interpersonal skills.

• Minimum Qualifications

• Requires a Bachelor's degree or equivalent in education and experience; and 4 years related experience.

• Preferred Qualifications

• 5-7 years of related experience.

• Prior experience with Federal (NIH, DOD, NSF, CDC, HRSA) grant proposal preparation, sponsored research compliance, and knowledge of post-award administration is preferred.

• Experience with financial reporting of sponsored projects.

• Equal Opportunity Employer / Disability / Veteran

• Columbia University is committed to the hiring of qualified local residents.