Organization: International Center for AIDS Care and Treatment Programs
Country: United States of America
Closing date: 15 Sep 2015
Reporting to the Senior Grants Manager, Strategies and Partnerships, the Temporary Grants Manager supports the effective/efficient administrative of a portfolio of domestic and international awards from a range of donors, including NIH, USAID, HRSA, CDC and private foundations, throughout the entire award life-cycle, from pre-award to closeout-out, focusing on regulatory compliance, assessment and mitigation of business risk, and enforcement of policies and procedures. Provides analytical, financial and administrative assistance, including advising and collaborating with Principal Investigators (PIs), faculty, finance, field staff, and Columbia University Sponsored Projects Administration (SPA) regarding proposal and award requirements, flagging and meeting critical requirements and deadlines, and coordinating submissions of required financial and progress reports to funders.
Note: This is a temporary, full-time position.
Major Accountabilities
- Liaises with finance staff to prepare financial reports and issue vendor payments, and liaise with Sub-Award Managers and/or CU-SPA on the execution of sub-agreements
- Manages the preparation of all donor required award actions (reporting, prior approvals, and continuing applications)
- Convenes with PIs and other ICAP staff to support the development of post-award implementation plans and projected annual budgets for all domestic and international awards and contracts. Convenes with ICAP, MSPH and CUMC staff to assess the progress of implementation plans, identifying challenges and obstacles, and correcting them.
- Monitors ongoing business risk including tracking of funding, delayed execution of contracts, expired authorizations, delayed payments, and regulation of advances to subcontractors and vendors. Regularly reviews NOAs to verify accuracy of award and obligated amounts against prime award records, such as extensions and modifications.
- Serves as a resource to ICAP staff in interpreting donor rules and regulations during the proposal stage and the point of contact for contractual discussions and negotiations with donors through CU-Sponsored Project Administration.
- Coordinates the preparation and production of ICAP proposals/submissions ensuring they contain all required information and data, and comply with donor requirements and CU policies.
- Serves as point of contact on grant matters, subcontracts and other agreements for the development of assigned award applications.
- Assists in the review of proposal budgets. 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/indirectly through CU-SPA throughout the pre-award phase.
- Maintains personal work management system for tracking tasks and follows-up on actions to ensure timely completion of deadline driven tasks and outcomes.
- Works in a team environment supporting a myriad of pre-award activities and projects.
- Maintains complete prime award documents (electronic), including submission and transmittal of grant deliverables.
- Responds to questions/ inquiries from funders, partners and stakeholders.
- Resolves contractual issues/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 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.
- Supports the monitoring of operational activities of the domestic research portfolio.
- Develops/maintains up-to-date knowledge of federal grants and contracts rules/regulations with an emphasis on proposal guidelines and systems, policies and procedures.
- Performs other duties as assigned.
Education
- Requires a bachelor’s degree and minimum five (5) years of experience in award management, budget and financial analysis, project management or program administration
Experience, Skills & Minimum Required Qualifications
- Working knowledge of donor (USG and non-USG) rules, regulations and compliance, including but not limited to USAID, NIH, DHHS, etc., and management of USG cooperative agreements, awards 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
- 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
- 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
Experience, Skills & Preferred Qualifications
- Advanced degree in business, international relations, public health, or project management
- Minimum three (3) years of work experience in the international development field.
- Written and spoken language skills in French or Portuguese
- Strong knowledge of the competitive market within ICAP’s technical areas
- Previous experience in clinical trials award management
How to apply:
Please submit a Cover Letter and Resume to icap-jobs@columbia.edu.
Please indicate the job title “Temporary Grants Manager” in the email subject line.
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