Director of Administration and Finance
: Job Details :

Director of Administration and Finance540306MorningsideINCITE/Ctr Innovative EmpiricsFull TimeOpening on: Nov 16 2023Grade 12Job Type: Officer of AdministrationRegular/Temporary: RegularHours Per Week: 35Salary Range: $95,000 - $115,000Internal Applicants PreferredThe salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.Position SummaryReporting to the Executive Director, the Director of Administration and Finance is responsible for the organization and planning of the day-to-day academic and administrative activities of the Institute, including financial management, personnel management, space management, the provision of research affiliate and student services, and the submission and reporting of a grant portfolio in excess of $3 million with more than a half dozen principal investigators. The Director of Administration and Finance assumes overall responsibility for the department's budgets on as many as 30 separate active projects, including the Institute's endowments and gifts and accounts. The candidate works closely with the EVP A&S Office and partners and other offices throughout the University.ResponsibilitiesAcademic/Department AdministrationResponsible for hiring, training, and supervising the Institute s administrative, research, and post-doctoral staff.Collaborates with the Institute Director and Executive Director to support research, instructional, and administrative searches, and other academic administrative matters.Advises Executive Director on A&S policies and conventions and updates department practices. Represents the department at administrative meetings with GSAS and works with the Executive Director to develop and improve administrative processes to streamline demands on the Institute s staff and affiliates.Oversees the administrative and human resources functions for the department and advises the Director and Executive Director concerning personnel needs, personnel recognition, and addressing employee concerns. This includes all aspects of graduate research assistant hires and research appointments.Oversees the Institute s dedicated 5,200 SF space near Columbia s Morningside Campus.Handles department s HR and finance systems, including but not limited to ARC, PAC (People at Columbia), Labor Accounting, FDS, and the Budget Tool; supervises full-time Financial Assistant.Approves payroll for casual and work-study employees; and ensures compliance with I-9 and NYS DOL 195 policies and procedures. Adhere to all payroll, benefits, and maintenance of files in accordance with university policy and federal and state laws.Supports Institute Director and Executive Director in organizational strategic direction and managing relationships with all Institute Center and program leadership and staff.Grants AdministrationOversees submission of grant proposals and day-to-day management of pre- and post-award activities.Creates and maintains comprehensive, accurate and up-to-date files, records and systems of the terms of incoming awards.Assists with annual effort reporting & certification process by working closely with faculty and research scientists to review their Effort Reports; ensure compliance with conflict of interest requirements and other compliance reporting mechanisms.Track Indirect Cost distributions to Centers based on annual grant spending.Manages relationship with Sponsored Projects Administration and Sponsored Projects Finance.Works with Center leadership to launch grant-funded programs, to ensure administrative and institutional support with the goal of achieving project deliverables.Oversees effort allocation across projects and identify opportunities for assigning and training personnel across projects and in support of program outcomes.Oversees submission of all financial and narrative reports to funder, working closely with senior leadership, project PIs.Financial AdministrationDirects and oversees the department s administrative team including business manager and assumes overall responsibility for the department s administrative budget, purchasing, and day-to-day financial operations.Develops, implements, and tracks budgets with periodic re-forecasting. Generates weekly, monthly, and quarterly financial reconciliation reports. Prevents overdrafts and ensures compliance with policies of granting agencies. Advises Executive Director on recommended level of spending for operational resources for all Institute's activities and a current annual budget of $4.5 million. Ensures endowment spending is compliant with donor terms.Presents annual report of department's finances and state of the endowments to steering committee.Minimum QualificationsBA and/or equivalent related 6 years of experiencePreferred QualificationsFamiliarity with Columbia University financial and HR systems, and experience managing academic business processes.Equal Opportunity Employer / Disability / VeteranColumbia University is committed to the hiring of qualified local residents.