Department Administrator

Job Type

Full Time Contract


Details: Commensurate with experience




2980 Broadway
105 Earl Hall
New York
United States


The incumbent reports to the Executive Director in a fast-paced office. Community Impact is a 950-member volunteer service organization based at Columbia University, with a budget of approximately $1.6 million. He/she manages various fiscal systems, prepares the budget, analyzes fiscal performance, advises staff and students on fiscal matters and advises staff on human relations policies and procedures, serves as a liaison to Columbia University budgeting offices, assists with fundraising/development, prepares financial reports, and handles other projects as assigned.

Characteristic Duties and Responsibilities:

A. Fiscal

1. Develops and supports the financial management of CI's Administrative and Programming Budgets including but not limited to the reconciliation of all accounts and ledgers for: the expense and revenue accounts; Endowment; Gift accounts; and Government grants.

2. Manages multiple external audit process from independent CPA firms regarding the financial state of Community Impact and its related governmental grants.

3. Uses all university accounting and payment systems necessary for the monitoring and balancing of Community Impact's budget. Uses the University's accounting systems, databases and spreadsheets for reporting and summarizing the financial activities of the department.

4. Administers departmental purchases and conducts monthly analysis of these expenditures, of accounts receivable activity, of purchasing, and of payments.

5. Prepares detailed monthly financial reports of all accounts including monthly cash-flow statements to monitor performance and the overall health of the organization for the Board of Directors using Quickbooks. Works with the Executive Director and Senior Associate Director to establish budgetary priorities, and to develop the annual budget for CI.

6. Works with the central University offices including Human Resources, Accounts Payable, Accounts Receivable, Purchasing, Controller, and Facilities Management as well with external organizations, and government agencies on fiscal and other matters as appropriate. Acts as a liaison with Bursar and Office of the University Chaplain.

B. Personnel

1. Participates in the overall hiring, oversight, training and supervision of up to 4 work-study students and/or casual student workers.

2. Processes and manages student payroll and tracks the federal work-study allotments and balances for federal work-study students.

3. Trains staff and students on internal and university-wide financial and human resources policy and procedures.

4. Maintains time off records for officers and processes time sheets and pay for support staff.

5. Advises officers on HR policy and procedures and helps ensure compliance with federal, state and University policies.

6. Assists the Director and Senior Associate director in hiring of Officers, Support staff, temporary staff and student casuals.

C. General

1. Provides administrative and fiscal support for Executive Director and Associate Director in other related projects and other tasks assigned.

2. Assists with various fundraising efforts. 

Bachelor's degree and/or equivalent and a minimum of two years' related experience required, preferably in a position including financial responsibility. 

Strong financial and accounting and computer skills, including spreadsheets, required. Excellent interpersonal, organizational and communications skills, verbal and written, necessary. Ability to acquire skills of University's financial and personnel systems required. 

Strong proficiency with excel, accounting and reporting at Columbia and QuickBooks. Prior experience with audits and electronic funds management preferred. Must be a self-starter with discretion, confidentiality and diplomacy.

Professional Level


Minimum Education Required

4-year degree

How To Apply

Please submit a resume and cover letter to Sonia Reese at the Careers at Columbia website: and search open positions using this job requisition number: 092787.