- Requisition no: 514352
- Work type: Full Time
- Location: Morningside
- School/Department: School of International and Public Affairs
- Grade: Grade 11
- Categories: Finance/Accounting, General Administration, Stdnt Affairs/Educational Admn
- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Salary Range: commensurate with experience
Reporting to the Associate Dean for Academic Affairs, the incumbent is responsible for the planning, organization and implementation of the day-to-day administrative faculty affairs and financial activities of the Office of Academic Affairs (OAA) of the Columbia University School of International and Public Affairs (SIPA).
Leadership of the business administration for the Office of Academic Affairs, with oversight and approval responsibilities for day-to-day financial transactions. Duties include the following:
- Financial management of academic programs and faculty spending and accounts:
- Reconciles, monitors, and reports on ARC accounts for approximately 75 faculty members and 12 academic programs
- Anticipates and takes actions to prevent overdrafts in academic program and faculty research accounts
- Works directly with faculty and programs to generate budget reports and request budget updates
- Oversee processes for submitting documentation to University Controller, University Purchasing department, and programs (e.g. faculty research allowance, faculty and researcher searches, honoraria, and departmental billing)
- Performs other related duties including check requests, vouchers and invoices, purchase orders and requisitions, and payroll cost transfers
- Liaison with other SIPA and CU offices to ensure compliance with all policies and procedures, as well as timely processing of transactions; serves as the unit’s central point of contact on the above with the SIPA Human Resources and Finance Office for financial transactions
- Maintains records in accordance with University procedures
Management of administrative staff:
- Hires, trains, and directly supervises two Administrative Assistants in compliance with the Local 2110 CBA; has co-supervisory responsibility for a third support staff member; manages job performance and addresses disciplinary issues.
- Oversees two student program assistants
- Demonstrates day-to-day leadership and guidance to faculty, staff, and students by proactively managing and providing clear, timely, and University compliant solutions on a wide range of administrative and financial matters.
- Identifies creative solutions for communicating to faculty, staff and students, including:
- Initiating and maintaining a new OAA website detailing CU and SIPA policies and procedures;
- Workshops for faculty and program coordinators regarding procedures for hiring, supervising, and reimbursing students;
- Workshops for students with assistantship appointments regarding procedures for time recording, reimbursements, and program support.
- Serves as the central administrative resource for faculty as well as concentration and specialization directors and coordinators for day-to-day administrative faculty affairs and financial activities.
- Manages hiring and position administration of hourly employees (casual and Federal Work Study) for faculty; manages the Office’s temporary staffing assignments and related reconciliation; serves as the Office’s central point of contact on the above with the SIPA Human Resources & Finance Office; Duties include requesting budgets and combocodes, monitoring and correcting fringe charges, clearing suspense and advising faculty on availability of funding for hourly and temp staffing assistance.
- Acts as departmental liaison with ISSO (International Scholars and Students Office) and point of contact for faculty, researchers, and visiting scholars.
- Manages visiting scholar applications, liaising with ISSO and Vice Provost for Academic Appointments, including CU’s Visual Compliance process.
- Regularly interfaces with ISSO on behalf of faculty and visiting scholars looking to obtain visas and/or permanent residency, which includes advising on appropriate immigration status/visa concerning type of appointment, processing all the visa paperwork, and submitting required documentation to ISSO.
- Provides support for full-time faculty and research scholar searches, including advertisements, and candidate travel and accommodation purchase or reimbursement.
- Works in conjunction with the Building Manager to ensure that faculty offices receive maintenance attention as needed.
- Oversees parking and travel reimbursement requests and processing for adjunct faculty.
- Supervises staff in the distribution of faculty mail and physical paychecks where relevant and all other logistical arrangements for the smooth running of the Office of Academic Affairs.
- Bachelor's degree or the equivalent and two years' full-time related experience in customer service, financial management and personnel supervision required.
- A demonstrated ability to prepare reports, summaries, and analyses, along with the ability to collect and analyze data and evaluate information.
- Must be detail-oriented with excellent organizational, critical thinking, interpersonal, written, and oral skills, and have the ability to communicate effectively with all levels of faculty, staff, and students.
- Must have good judgment and the ability to exercise initiative and discretion with highly confidential information.
- Must be able to identify priorities within multiple assignments in a fast-paced, high-volume environment, and work with diplomacy and efficiency.
- Must have a passion for excellent customer service and commitment to exceptional quality.
- The successful candidate will be flexible in nature with a collaborative style that fosters teamwork and cooperation beyond the immediate team to the School and University.
- 3+ years of directly related experience.
- Detailed knowledge of Columbia University policies, procedures and financial and human resources systems (e.g. ARC, Concur, PAC, Financial Data Store), or the equivalent from a comparable institution of higher education, preferred.
- Highly proficient use of Excel, Word, Outlook, and Google suite.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.