Full Job Description
Requisition no: 514236
Work type: Full Time
School/Department: Dept of Electrical Engineering
Grade: Grade 12
Job Type: Officer of Administration
End Date if Temporary:
Hours Per Week: 35
Reporting to the Director of Finance and Administration of the Electrical Engineering Department, the Budget and Finance Manager manages and administers the Department’s financial and budgetary affairs in collaboration with the Director of Finance and Administration. The Budget and Finance Manager is responsible for providing comprehensive pre- and post- award grants management for Principal Investigators (PIs) in the Department of Electrical Engineering. This position will collaborate closely with a team of grants professionals to manage the preparation of grant funding proposals, budget development, submission, negotiation, and monitoring of pending applications; and will provide high-level administrative support in the setup of new sponsored project accounts. This position is responsible for financial operations of the Department that include: coordinate and process the daily financial transactions of the department to ensure compliance with university guidelines; oversee work-study or casual timesheets on financial systems, as required; monitor and audit budgets and grants to avoid overdrafts; Department and grant account reconciliation as well as preparing financial reports for grant compliance; produce monthly financial reports and forecasts; prepare and submit departmental fiscal year and 5 year plan budgets as well as quarterly variance reports to Director of Finance & Administration in accordance with School and University requirements; oversee payroll accounting transfers, journal entries and expenditure corrections; supervises a Financial Coordinator; oversees the administration of GRA/DRA appointments and their related financial aid grant/departmental support; perform related duties and projects as assigned; when requested, the Budget and Finance Manager may be asked to support the other functions of the Department.
(40%) Post-Award Support:
- Grant Account Management. Develops and monitors a dashboard of grant portfolios for departmental PIs. Coordinates with the departmental finance staff to initiate all expenditures and reimbursements; monitors project expenses for compliance, identifying and forecasting trends in spending that exceed current funding levels, recommending budget modifications and strategies to effectively manage spending patterns and mitigate business risk, reviewing and closing all open commitments, and clearing all overdraft. Performs monthly, annual, and other periodic reconciliations of grant accounts for PI review and approval. Conducts other periodic and ad hoc analyses and provides reporting to the department and School.
- Subcontracts. Work with PIs, Administrators and other Columbia offices to prepare and process subcontracts. Responsible for receipt of subcontract award documents, closeout documents, invoicing and final account closeout.
- Agency Reporting. Collaborates with PIs and SPA on all mid-award reports, including developing projected budget for coming year, initiating reports, ensure compliance requirements have been met, and reviewing all finalized report documents. Assist in the preparation of reports regarding the School’s grant funded activity.
- Closeout. Provides post-award closeout support including cost-share and other administrative matters.
- Internal Collaboration & Records Management. Liaises with central offices, collaborates with outside departments, works closely with the Manager of Grant Accounting to ensure all financial activities on projects are within University and agency guidelines. Maintains all pertinent records, files and documents.
- Negotiation and Award Review Support. Provides guidance and administrative support for PIs in the review and negotiation of awards, including scope of work, reporting requirements and special terms and conditions. Serves as point of contact on grant matters, subcontracts and other agreements for the development of assigned award applications.
- Monitors Proposal Status. Provides active monitoring of the status of proposals under review by various funding agencies. Coordinates with the Manager of Grant Accounting, Dean’s Office, and SPA to establish new accounts and revise existing accounts in a timely manner. Analyzes Notice of Award (NOAs) to verify accuracy of award and obligated amounts against prime award records, adherence to funded proposal budgets, computer-tracking codes and specific agency regulations.
- Other Pre-Award Support. Assists PIs in all other aspects of pre-award grants management to ensure timeliness, accuracy, and compliance.
(25%) Pre-Award Support:
- Budget Preparation and Proposal Development. Reviews and assists in the preparation of grant applications, contract proposals, and other related documents to ensure adherence to departmental, School, and University policies and standard operating procedures (SOPs), funding agency specifications, and other relevant rules and regulations. Assists in data collection, writing, collating, and editing and proofing. Coordinates the proposal budget preparation, review of proposal against requirements, and submission to sponsoring agencies, often within tight timeframes. Collaborates closely with the Manager of Grant Accounting, the Grants and Contracts Managers in the Dean’s Office, and with SPA/SPF as required.
(10%) Oversee the administration of GRA/DRA appointments and their related financial aid grant/departmental support in accordance with School and University policy.
(5%) Perform related duties and projects as assigned; when requested, the incumbent may be asked to support the other functions of the Department.
- Bachelor’s degree.
- Three to five years of financial related experience. Must have or be able to quickly acquire a detailed knowledge of Columbia University electronic systems, including ARC, FDS, RASCAL, FinSys, and legacy applications (AP/CAR and DARTS).
- Strong attention to detail and good communication, interpersonal, and organizational skills required.
- Must have initiative, discretion, and the ability to establish priorities and work under pressure with good judgment and with minimal supervision.
- Must be able to meet strict deadlines. Knowledge of high-level spreadsheets (e.g. Pivot tables, v-look ups, macros, graphics, forecasting) is required.
- Must be able to work collaboratively with the Dean’s Office, Central University offices, Faculty, PIs, and administrative staff.
- Experience in financial administration and supervisory or management experience required.
- Bachelor’s Degree Accounting or Finance preferred. MBA is preferred.
- Advanced knowledge of GAAP and Uniform Guidance Principles strongly preferred. Advanced mathematical skills including calculus, logic and statistics .
- Advanced mathematical skills is strongly preferred (including calculus, logic, statistics and the ability to create and maintain complicated algorithms).
- Experience in a university environment and strong supervisory experience with union employees preferred. Experience with database software applications preferred. Grant experience highly preferred.
- Knowledge of GAAP and Uniform Guidance strongly preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Applications open: May 03 2021 Eastern Daylight Time