Position Summary

Reporting to the Director of Award Management, the Grants Coordinator (GC) will support assigned grant actions related to pre- and post-award grant administration for ICAP’s domestic and international projects. The GC works in close collaboration with a team of Senior Grants Managers to meet internal compliance requirements, provide data entry and review, and support budget allocations for established projects. This is an opportunity for individuals interested in grant management to learn and contribute to processes and systems associated with the management of USG and other major donor funds within the University setting.

Subject to business needs, we may support flexable and hybrid work arrangements. Options will be discussed during the interview process.


  • Data entry and database cleanup (25%)Update proprietary grant management system, ICAP-Online, as needed, including logging award values, grant updates, grant action deadlines
  • Update budget tracker (ARC) online database
  • Monitor team email inbox for funder communications and circulate award updates within the grant management system
  • Budgeting support (25%)Under direction of Senior Grants Managers, complete budget allocations in accordance with funding releases and current budgeted values
  • Collect and coordinate compliance documents to support budget allocation submissions
  • General grant compliance processes (25%)Coordinate and confirm internal grant compliance processes, including application registration forms
  • (RASCAL), IRB compliance forms, and other funder compliance documents
    Track and monitor reporting deadlines to support timely submissions
  • Support development and management of project specific checklists to ensure compliance with grant and Columbia University rules and regulations.
  • Administrative support (20%)Prepare document packages (convert/combine PDFs) as needed
  • Confirm compliance with checklists for complete submissions
  • Other duties as assigned to support team needs (5%)

Minimum Qualifications

  • Bachelor’s degree required or the equivalent in education, training and experience
  • Master’s degree preferred
  • At least three years of experience or experience related to Project Management
  • Expert skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat
  • Experience working in databases, including data entry and document storage/management
  • Strong interpersonal, communication, and organizational skills
  • Interest in global health program and grant management