Director of Finance and Administration

(45%): Financial Planning, Budgeting, Reporting, and Internal Controls:

Budgeting and Financial Planning.

Provides strategic financial planning and forecasting to the Chair by capturing and analyzing data to inform financial decisions of the Department.

Utilizes budget analyses and modeling to forecast future financial needs/resources.

Responsible for budget submission and other regular and ad hoc reporting.

Expense Reconciliation: Assumes overall responsibility for the management of the Department’s administrative budget, including gift projects, discretionary projects, and pre- and post-award grants and projects connected with any special programs.

Responsible for ensuring monthly reconciliation of departmental accounts, and of oversight of the reconciliation of sponsored projects to prevent overdrafts.

Investigates and resolves variances, and recommends budget modifications to adjust levels of spending.

Internal Controls.

Provides oversight and direction for the department’s financial transaction and accounting practices.

Designs, implements, and monitors financial reporting and control systems.

Establishes departmental financial policies and standard operating procedures (SOPs).

Ensures compliance with departmental, SEAS, and University policies and procedures, as well as external rules and regulations from sponsoring agencies and legal and regulatory authorities.

Approves high-dollar threshold transactions and provides ad hoc approvals.

Coordinates with SEAS Finance, CU Internal Audit, SPA/SPF, and other internal stakeholders to comply with any audit requirements.

Is the designated approver of reconciled departmental P-Card transactions.

Closing and Reporting.

Provides guidance and direction to departmental financial staff and works in close collaboration with the SEAS Finance team to complete all year-end transactions for the Department.

(20%): Human Resources, Faculty Affairs, and Administration:

Administrative Staffing.

Responsible for the recruitment, selection, onboarding, training, and supervision of departmental Officers of Administration and Support Staff.

Monitors utilization of casuals and agency temporary staff.

Faculty Onboarding: Leads departmental onboarding efforts for new faculty.

Collaborates with departmental Search Committees, SEAS Human Resources, the SEAS Financial Office, and other colleagues in the Dean’s Office to ensure the timely, effective onboarding of new Officers of Instruction and Research.

Manages recruitment and selection processes in the Jobs at Columbia (J@C) and Recruitment of Academic Personnel System (RAPS), including coordination of external advertising.

Ensures compliance with School and University protocols for Equal Employment Opportunity and Affirmative Action.

Assists new faculty and researchers to connect with designated representatives for benefits, relocation, housing, child tuition, and other transitional matters.

Promotion and Tenure.

Provides general administrative support to process faculty promotion and tenure cases, working in close collaboration with faculty committees, the Associate Dean of Faculty Affairs and Human Resources, and the Associate Provost for Academic Appointments.

Personnel Transactions.

Reviews and approves all departmental Personnel Action Forms (PAFs) and Nominations Forms for full- and part- time Officers of Instruction, Research, and Administration, for Support staff, and for student officers and casuals.

Employee & Labor Relations.

Collaborates closely with SEAS Human Resources and CUHR Labor Relations to ensure proper administration of the collective bargaining agreement, and to avoid and address labor-related grievances and disputes.

Monitors staff interactions and collaborations to ensure a positive working environment and to ensure effective conflict resolution.

(20%): Staff Training, Development, and Leadership:

Hands-on Leadership.

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.

Development and Documentation of SOPs. Works with staff to document workplace procedures and processes and to optimize efficiency through standardization.

Training and Professional Development.

Provides training and instruction for new departmental staff, and ensures that staff are apprised of relevant changes in departmental, School, and University procedures and policies.

Designs systems for cross-training, peer coaching, and mentoring to promote skill development and career progression for departmental staff.

Proposes opportunities for recognition of staff achievements.

Staff Collaboration.

Leads regular staff meetings as a forum for disseminating information and promoting staff collaboration, particularly for cross-functional projects.

Assigns teams to address departmental goals and objectives.

Innovation and Continuous Improvement.

Proactively collaborates with internal and external stakeholders to enhance operating efficiencies through recommended process improvements.

Promotes a departmental culture of innovation, advancement, and continuous improvement.

Performance Management.

Coaches, counsels, mentors, and implements corrective action to address performance deficiencies.

Completes performance evaluations and partners with staff to implement and monitor progress toward S.M.A.R.T. Goals (specific, measurable, attainable, relevant, time-bound).

(5%): Academic Administration:

Oversees the HR and administrative functions related to student affairs by working in close collaboration with the Director of Academic and Student Affairs.

Is responsible for ensuring that all student hires comply with institutional and regulatory requirements, including visa eligibility, enrollment status, registration, and funding or role-specific support.

(5%): Oversight of Facilities and External Relations: 

provides oversight of departmental facilities projects in collaboration with SEAS Facilities and the Manager of Finance and Operations.

Supervises the Publicity Coordinator and oversees departmental media and external relations.

Collaborates with other University offices and departments as needed to ensure effective operation of the department.

(5%) Other: Performs other tasks, duties, and responsibilities as assigned.

Bachelor’s Degree is required, with a preference for training in Business Administration, Human Resources, Finance, Accounting, or other relevant fields.

Advanced degree desirable (e.g., MBA, MPA).

Minimum of 5 to 7 years of substantial hands-on experience in financial administration and supervisory/management experience required.

Background in budgeting, accounting, and contract administration is highly desirable.

Experience in higher education or other large, complex institution preferred.

Familiarity with Columbia financial systems, particularly the Accounting at Columbia (ARC) system, is preferred.

Experience with running financial report for project reconciliation, budgeting in the University Budget Tool, handling labor accounting in People @ Columbia (PAC), working in the Financial Front End (FFE) and RASCAL systems, and performing affirmative action employment searches in the Recruitment of Academic Personnel System (RAPS) is desired.

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

Extensive experience with grants highly preferred, including a thorough knowledge of internal policies and external regulations governing sponsored projects and grant research compliance, as well as procedures and systems for pre- and post-award financial management.

The successful candidate will bring not only technical expertise but also the ability to provide strategic leadership and guidance in financial planning, resource allocation, and operational decision-making.

Must demonstrate excellent interpersonal, communication, organizational, and leadership skills, with the ability to influence and collaborate effectively across diverse stakeholder groups.

Proven ability to establish priorities, manage competing demands under pressure, and exercise sound, independent judgment and discretion is essential.

Must be highly detail-oriented, possess advanced quantitative and analytical skills, and show strong proficiency in Excel and the MS Office Suite.

Experience with Linux is desirable.

The role requires a positive, forward-thinking, mission-oriented attitude, a collaborative leadership style, and the ability to anticipate challenges, identify opportunities, and drive continuous improvement.

A sense of humor is a must.