• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $115,000- $145,000

Position Summary

Reporting to the Department Chair, the Director of Finance and Administration is responsible for the overall financial management and administrative operations of the Department of Biomedical Engineering in The Fu Foundation School of Engineering and Applied Science (SEAS); The Director provides active, hands-on leadership of the Biomedical Engineering Department's financial activities, including budgeting and financial planning, expense reconciliation, closing, reporting, and internal controls; leads the department's Human Resources, Student Services, and Faculty Affairs programs, including the recruitment of staff, and onboarding of faculty, and researchers. This position is responsible for grant account reconciliation, analyzing expenses and generating regular and ad hoc reports and analyses, leads the department's grant accounting functions, providing both pre- and post-award support and liaising with internal stakeholders to ensure compliance; oversight of processing of faculty travel and business expense reports and honoraria; oversight of department colloquia, workshops, and special events; processing of visa applications for incoming international scholars and scientists; and performing related duties and projects as assigned. The incumbent will work closely with the SEAS Dean's office to manage all academic appointments in the Department and serves as a general liaison on financial and operational matters of the department and performs other duties as assigned

Responsibilities

(35%) Financial Operations and Grants Management:

• 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.
  • Reviews and approves financial transactions initiated within the department, including A/P, payroll accounting transfers, and work-study and casual payroll; creates projects and chart-fields.
• 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 Manages with SPA/SPF on grant audits and performs ongoing grant account reconciliation and financial reports for grant compliance. Monitors adherence to agency, SPA/SPF, and University procedures.
  • 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. Monitors and assists with closeout process.

(35%) Human Resources and Academic 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.
• 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.
• 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.
• 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.
• Faculty Recruitment and Onboarding: Supports departmental recruiting and leads 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. Supports 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.

(25%) Student Affairs:

• Provides oversight of the Student Affairs functions of the Department.
• Works in close collaboration with the Student Affairs Manager and the Department Chair to review accreditation, admissions, registration, advising, curricular planning, curriculum proposal, faculty teaching schedules, class times and room assignments; engages in planning new program initiatives and oversees their implementation.
• Monitors international hiring through Student Affairs, liaising as needed with the International Students and Scholars Office (ISSO) to obtain visa, visa renewals, housing, and related needs.

(5%) Provides support on special projects. Perform other duties and projects as assigned.

Minimum Qualifications

• Bachelor's degree required plus four years of related experience. Master's Degree such as MBA preferred. Must have or be able to quickly acquire a detailed knowledge of Columbia University electronic systems, including ARC, RASCAL, FFE, and legacy applications (AP/CAR and DARTS).

• Must be able to work as a team player with faculty, PIs, and administrative staff. Must have good leadership skills in managing a team of administrative staff. Must have communication skills to interact with the different constituencies in the department

• Attention to detail and strong communication, interpersonal, and organizational skills required. Must have initiative, discretion, and the ability to establish priorities and work under pressure with good judgment and with supervision. Must be able to meet strict deadlines. Knowledge of high-level spreadsheets (e.g. Microsoft Office and Excel) is required.

• Experience in financial administration and supervisory or management experience required. Experience in a university environment and strong supervisory experience with union employees preferred. Experience with database software applications preferred. Extensive grant experience highly preferred.

• As part of the applicant process, finalist will be required to complete an Excel skills assessment.