Grants and Contracts Administrator

Community College Research Center
Teachers College, Columbia University

Grants and Contracts Administrator
Job Description

The Community College Research Center at Teachers College, Columbia University is seeking a full-time Grants and Contracts Administrator to support all aspects of grant administration. The position will begin immediately. Include resume, cover letter, and any related work products with your application. See http://ccrc.tc.columbia.edu/employment.html for additional details and link to apply.

Responsibilities: 

Preparation of proposal budgets (40%)
• Prepare new project budgets and budget justifications for proposals based on specifications from CCRC senior staff and funders
• Interpret and advise senior staff on federal and non-federal funder guidelines and regulations
• Liaise with funders, partners, consultants, and subcontractors to develop and revise statements of work, budgets, and budget narratives for approval and submission to funders
• Collect, review, organize, edit, and format proposal narratives and related materials
• Submit proposals to funders according to Teachers College (TC), foundation, and/or federal guidelines and regulations. 

Maintain project budgets (40%)
• Review and process payment requests from vendors and staff 
• Update CCRC project budgets and track payment requests using the TC Banner application 
• Reconcile monthly budget reports from Teachers College (TC) with CCRC project spreadsheets and request adjustments, if necessary 
• Ensure that spending corresponds with proposal budgets and funder/contract specifications 
• Alert CCRC senior staff of possible shortfalls or overages and upcoming deadlines 
• Review project expenditures and assist with the preparation of financial reports and invoices to funders 
• Encumber funds for vendors according to proposal and event budgets
• Request funder approval for, and help to administer modifications to project budgets, scopes of work, and timelines 

Prepare and process subcontract and consultant agreements (15%)
• Develop contractor scopes of work and budgets, working in conjunction with project directors, TC’s Office of Sponsored Programs, General Counsel, and Purchasing Offices
• Review and revise subcontractor and consultant scopes of work, budgets, and budget justifications
• Work with the CCRC Associate Director, TC General Counsel, TC Office of Sponsored Programs, TC Office of the Provost, and TC Purchasing Department to execute contracts, ensuring adherence with CCRC, TC, and grant/contract specifications 
• Track and review subcontractor and consultant progress reports, financial reports, and invoices, ensure adherence to contract specifications, secure approval, and process payment promptly 

Management tasks (5%)
• Maintain and update CCRC’s time-tracking system.
• Help to register vendors in Unimarket
• Participate in USDOE administrative grant related webinars
• Submit payment requests, expense, and budget transfers
• Track funder deadlines and alert staff in timely manner
• Develop and update staff procedural manuals and forms
• Assist with the planning and organization and participate in CCRC meetings, conferences, events

Experience and Skills:
• Bachelor’s degree
• Experience in financial and grants administration, grants writing, preparing and submitting budgets, proposals, and invoices/financial reports to funders 
• Experience with cost accounting principles and ability to perform related mathematical calculations 
• Experienced in bookkeeping with advanced skills in software
• Experience in reviewing contracts
• Experience in reading, interpreting, and applying foundation guidelines and federal regulations
• Excellent organizational, interpersonal, analytical, and communication skills
• Advanced skills in Microsoft Office – Word and Excel specifically. Intermediate skills in Access and gift/donor relationship databases. Advanced skills in Adobe Acrobat Pro
• Reliable, responsible, good judgment, highly organized, and willing to take initiative
• Able to work with precision, with strong attention to detail
• Able to multi-task, prioritize, and anticipate and meet strict deadlines
• Able to work effectively with all levels of internal and external contacts

Preferred Qualifications:
• More than one year of Sponsored Programs/Grant Administration experience 
• Advanced degree in a related field 
• Experience with organizational financial/accounting software systems 
• Grants experience in non-profits or an academic institution

Posted: January 12, 2017