• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: Commensurate with experience

Position Summary

Reporting to the Chair, the Director Of Administration and Finance is responsible for the organization and planning of the day-to-day academic and administrative activities of the department including financial management, personnel management, space management and the provision of student and faculty services.  The Director of Administration and Finance assumes overall responsibility for the department's administrative budget and supervision of the instructional budget, assumes overall responsibility for oversight of all  projects in the department, including department's gift accounts and grants and accounts connected with any special programs.  Works closely with the EVP A&S Office and partners with other offices throughout the University.

Responsibilities

Academic / Department Administration

• Responsible for the hiring, training and supervising of the department's staff and working closely with the EVP A&S offices (HR Administration and EVP Finance and Budget Office) for the processing of documentation and administration of all faculty, staff, and students appointments; oversees faculty search activities; explains University benefits and policies.
• Acts as primary administrative contact all international hires, coordinating with the International Students and Scholars Office (ISSO) in visas, visa renewals, housing, and related paperwork as well as assists faculty in immigration processing
• Collaborates with the Chair and Academic Affairs Office to complete faculty searches, tenure and academic research appointments and other academic administration. Oversees the adjunct faculty appointment processing ensuring timely submissions to the Academic Affairs Office.
• Works with Chair in reviewing curricular planning; curriculum proposal; faculty teaching schedules and class times and room assignments; engages in planning new program initiatives and directly works to complete their implementation.
• Manages day to day aspects of admissions and fellowship/assistant awards including contact with prospective students; advises students and oversees registration procedures.
•  Maintains confidential student files and tracks student rankings and fellowship preferences and awards. 
• Responsible for administering the day to day administrative and human resources functions for the department including assisting the Chair in determining personnel, personnel recognition, recommendations and addressing employee concerns.
• Demonstrates day-to-day leadership and guidance to staff by proactively managing and providing clear, timely and University compliant solutions on a wide range of administrative and financial matters.
• Collaborates with University offices and departments to oversee logistics for smooth operation of the department, including facility needs, maintenance, repair, and minor construction as needed.

Finance and Budget

• Responsible for day to day processing of all financial items for the department; monitors department expenses, ensures compliance with University/affiliate policies, procedures and regulations.
• Responsible for conducting the department???s financial planning as well as producing  financial reports.
• Responsibility for administering the department's administrative budget, including department's gift projects, discretionary projects and pre & post award grants and projects connected with any special programs.
• Responsible for conducting monthly projects reconciliation; managing fellowship/assistant budget; responsible for preventing overdrafts;  completing budget submission process and reports as needed; recommends level of spending, as well as assists in resolves financial problems. 
• Works in collaboration with the EVP A&S Office to complete all year-end transactions for the department. 
• Manages department budget exceeding (2M).

Performs special projects as needed.

Minimum Qualifications

• Bachelor???s degree or equivalent in experience.  Minimum of 3 years??? relevant experience.

Other Requirements

• Must have, or be able to acquire quickly, a detailed knowledge of University policies, procedures, and systems. 

• Strong communication, interpersonal and organizational skills required. 

• Initiative, discretion, ability to establish priorities, ability to work under pressure and without supervision and good independent judgment required. 

• Computer literacy and experience with electronic funds management required. 

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.