Data Science Institute at Columbia University is a university-wide, world-leading institution in research and education in the theory and practice of the emerging field of data science. The Data Science Institute's mission involves advancing the state of the art in data science; transforming all fields, professions, and sectors through the application of data science, while ensuring the responsible use of data for the benefit of society. The Institute has over 300 affiliated faculty across twelve schools at Columbia University - much of this engagement reaches across our ten research centers and a broad portfolio of signature activities.
Reporting to the Director of Finance & Grants for the Data Science Institute, the Finance Coordinator will provide administrative support for key financial processes including accounts payable, TBER (travel and business expense reports), purchase order requests,p-card reconciliations and internal financial reporting. S/he will also manage the oversight and successful completion of: processing invoices, check requests, wire transfers, vendor maintenance and processing of all related AP/Purchasing transactions in ARC (Accounting and Reporting at Columbia.)
The Finance Coordinator will also play a role in the maintenance of the Data Science Institute's Grant Portfolio. S/he will assist in the monitoring of project balances, review of grant related transactions and reconciliation of sponsored project activities and quarterly attestations.
The incumbent will be required to ensure that all finance transactions are processed in a responsible manner, complying with all policies and regulations established by the University. S/he will provide policy guidance on questions and issues that arise in the processing of Accounts Payable/Purchasing transactions, often gaining resolution and closure to complex situations.
Full-Cycle Procurement Operations - Ensure systems and processing are in compliance with applicable CU and reporting agency uniform guidance for all day-to-day procurement activities. Provide full-cycle completion of activities from vendor management to timely and accurate reporting of transactions. These responsibilities include but are not limited to:
Procurement & Purchasing | W ith CU preferred vendor and purchasing guidelines as guiding principles (UwPA), assist the Institute with researching, vetting, and negotiating price for goods and services for all supplies and equipment, as well as ongoing and ad hoc activities. Such areas may include, but not limited to, researching best pricing for annual events venues, A/V, and catering (i.e. Data Science Day, Faculty Retreats, etc.). Ensure timely and accurate processing of contracts in collaboration with related CU offices.
Purchase Order Requests | Timely and accurate PO/invoice processing. Ensure cordial and immediate response to vendors for accuracy in the billing process. Maintain accurate record keeping, follow-through, and reporting to ensure all accounts are current and up to date. Adhere to protocols for related file-maintenance for all PO financial transactions;
Accounts Payable | Timely and accurate invoice processing, check request, wire transfers, vendor maintenance. Maintain accurate record keeping, follow-through, and reporting to ensure all accounts are current and up to date. Adhere to protocols for related file-maintenance for all financial transactions (hard and soft-copies);
P-Card transactions | A ssist with reconciliation and record keeping of all P-Card transactions.
Travel and Business Expense Reports | Timely and accurate processing for all domestic and international travel and business expenses for the Institute's broad portfolio of staff, faculty, and administrators. Maintain accurate record keeping, follow-through, and reporting to ensure all accounts and payment requests are current and up to date. Adhere to protocols for related file-maintenance for all TBER financial transactions (hard and soft-copies);
Financial Operations - Under the direction of the Director of Finance & Grants Management, support the day-to-day front and backend administrative functions in keeping with University Guidelines, to include but not limited to:
Internal Financial Reporting | Provide accurate and on-time routine, monthly, quarterly, and yearly-end reports for the Institute's general operations, as well as assistance with the Institute's portfolio of signature programs and the Institute's Centers' activities
Analysis & Reconciliations | Perform analysis and reconciliations of departmental spending on supplies, equipment and travel costs to recognize trends and offer suggestions on cost savings and best practices.
Policies and Procedures | Ensure finance policies and procedures are adhered to amongst administrative staff and faculty. Assist faculty and staff with questions and issues that arise in the processing of all financial AP/Purchasing Transactions.
Grant Operations - Assist the Institute's finance and grants team on special projects as needed and directed related to financial and grant activities, to include but not limited to:
Budget Monitoring | In conjunction with Principal Investigators monitor project balances and review grant related transactions to ensure accuracy and adherence to guidelines;
Reconciliation | Provide accurate and timely reconciliations of sponsored project activity for review by the Principal Investigator and both the Associate Director of Research & Grants & Director of Finance & Grants.
Other duties as assigned or required
Bachelor's degree or its equivalent and 2 years of relevant work experience required, preferably in higher education or executive setting. Demonstrated computer proficiency specifically a proficiency in excel is also required.
Strong organizational skills, excellent written and oral communication skills, including excellent attention to detail and proofreading; demonstrated ability to manage projects independently, to work collaboratively as a member of a team and to lead on project specific assignments; leadership skills, ability to work on multiple projects, under pressure on competing responsibilities with resilience, discretion, and diplomacy; ability to take initiative and manage progress on projects that involve multiple contributors is required; ability to work successfully in a dynamic, ambiguous environment; ability to meet tight deadlines and prioritize workloads; work handling multiple tasks with deadlines in a fast paced environment; ability to develop new ideas and creative solutions; demonstrated ability to handle sensitive issues and maintain confidentiality.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 507599
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.