Job Information
The Trustees of Columbia University in the City of New York Director of Administration and Finance in New York, New York
- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $100,000 - $120,000
The 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 Summary
The Director of Administration and Finance at the Columbia Astrophysics Laboratory (CAL) in the Arts and Sciences at Columbia University is responsible for the lab's day-to-day research, administrative and people operations. The director will track and manage the lab's finances, oversee all projects, and manage the employee life cycle of the employees in the department. Under the supervision of the Co-Directors and in close partnership with the office of the EVP in Arts and Sciences and partners, the Director will support the interdisciplinary work of the Physics and Astronomy departments so that the lab remains a pioneer in world-class research and scholarship.
Arts and Sciences (A&S) is the intellectual heart of Columbia University. Home to five schools, more than 1,000 faculty, 60 research centers and institutes, and 28 academic departments, A&S Provides a transformative educational experience to more than 16,000 undergraduate, graduate, and PhD students at Columbia. The field-defining research - anchored in the humanities, social sciences, and natural sciences - engages fundamental questions about our society and our world and supports Columbia's broader mission to advance knowledge, learning, and impact at the highest levels.
Responsibilities
Financial Operations
- Strategically manage and oversee the laboratory's administrative and research financial portfolios, ensuring effective budget allocation and fiscal stewardship of grants, gift accounts, and special program finances.
- In close partnership with leadership, develop and implement comprehensive financial planning and accounting practices, and establish robust reporting and control systems to monitor expenses and accurately manage petty cash.
- Ensure continued compliance with all university and affiliate policies, procedures, and regulations, setting a standard for excellence in adherence and ethical conduct.
- Proactively conduct monthly financial reconciliations, oversee fellowship and assistant budgets, and implement preventive measures against overdrafts to ensure financial health and sustainability.
- Spearhead the budget submission and reporting processes, leveraging financial insights to recommend spending strategies, resolve complex financial issues, and drive laboratory success.
- Collaborate with executive offices to ensure seamless financial operations and manage a substantial laboratory budget.
- Partner closely with Principal Investigators to manage grant funding processes, including expenditure monitoring, strategic planning, and reporting, ensuring accountability and optimized resource utilization.
- Oversee purchasing activities and approve expenditures to ensure compliance, transparency, and fiscal responsibility.
- Oversee procurement and manage the laboratory's supply inventory. Manage the lab's P-Cards and review and approve all purchasing transactions.
Laboratory & People Operations
- Partner closely with Principal Investigators to manage grant funding processes, including expenditure monitoring, strategic planning, and reporting, ensuring accountability and optimized resource utilization.
- Lead talent acquisition initiatives, hiring, training, and supervising a dynamic laboratory staff in collaboration with the A&S HR and finance offices.
- Partner with the International Students and Scholars Office (ISSO) to coordinate visa processes and immigration paperwork, ensuring a welcoming and supportive environment for the lab's international students and researchers.
- In partnership with the Co-Directors and the Academic Affairs Office, manage the recruitment and appointment processes for research positions, ensuring efficient administration of research activities. Ensures the prompt processing of visiting and adjunct faculty appointments.
- Manage the laboratory's administrative and human resources operations, supporting leadership on recruitment, recognition, and development.
- Oversee IT and facilities operations, manage vendor and contract renewals, and oversee logistics to ensure operational excellence.
- Perform special projects as needed.
Minimum Qualifications
- Bachelor's degree required and a minimum of 5 years of related experience.
Preferred Qualifications
- Advanced degree in a related field.
- Expertise in management and leadership, with a history of effectively engaging with diverse constituents and stakeholders.
- Ability to simplify and communicate intricate financial information.
- Ability to engage with a diverse range of constituents and stakeholders.
Other Requirements
- Demonstrated comprehensive knowledge of university policies, procedures and systems
- Strong communication, interpersonal, and organizational skills required. Initiative, discretion, attention to detail, ability to establish priorities, ability to work under pressure and without supervision, and good independent judgment.
- Experience with electronic funds management.
- Advanced MS Office skills (Word, Excel, PowerPoint).
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Minimum Salary: 31200.00 Maximum Salary: 31200.00 Salary Unit: Yearly