New

Associate Director, Finance Administration

Columbia University
United States, New York, New York
Mar 13, 2025
Job Type: Officer of Administration Regular/Temporary: Regular Hours Per Week: 35 Standard Work Schedule: 9-5; 10-6 Building: Schermerhorn Hall Salary Range: $87,000- $97,000 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 Reporting to the Chief of Staff for the Irving Institute for Cancer Dynamics, the Associate Director of Finance and Administration will manage the preparation of Institute budget documents, execute daily financial transactions at the Institute level (such as accounts payable and receivable, purchase order requisitions), serve as back up in the preparation and completion of grants, and support the HR needs of the Institute. The incumbent is responsible for knowing and adhering to all University financial policies and systems; complying with internal audit, government, and private agency regulations on financial disbursements; providing analytic and problem-solving guidance on all matters of financial planning for the Irving Institute for Cancer Dynamics. Responsibilities Execute necessary financial planning and processing in support of the needs of the Irving Institute for Cancer Dynamics. Maintain all relevant financial records for the Institute. Provide monthly reporting that reflects the Institute's utilization of its various financial resources (endowment income, grants, and gifts) to the Institute Director, Chief of Staff, and faculty and ensure compliance (internally and with all relevant parties and external institutions) with all associated spending. Meet monthly with the Institute Director, Chief of Staff, and faculty to review financial reports. Execute monthly, quarterly, and annual financial closing processes, ensuring the accuracy and timeliness of transactions and reports. Collaborate with Accounts Payable, Office of the Treasurer, and Purchasing. Create internal financial reports and analyze budget vs. actual reports for accounts. Identify significant variances and make corrective action recommendations. Manage all matters related to Accounts Payable/Labor Distributions: Process the payment of bills for office expenditures, reimbursements, cash deposits, and internal transfers. Set up direct deposits and wire transfers and manage vendor maintenance. Processing salary distribution and salary cost transfers and effort reporting. Manage all procurement processing, maintain contracts, and keep detailed and accurate documentation. Collaborate with and offer guidance and support to the Administrative Coordinator in all aspects of procurement, including interactions with purchasing and service providers for procurement agreements. Also, serve as the Institute's representative in vendor negotiations. Partner with Purchasing and General Counsel on consultant contracts and ensure contract compliance. Supervise and manage Grants Manager: ensures institute objectives are met, develops career progression, assist in recruitment, selection, orientation of grants manager role, ensures effective communication of job expectations, planning, monitoring and appraising job results, coaches, counsels, and provides disciplinary action up to and including termination, supports in conflict resolution and decision making, conducts timely performance evaluations and managing performance related issues, establishes strategic goals and assist in goal setting to translate into institutional goals. Serve as backup in preparation and managing pre-award and post-award grants for PIs and researchers of the Institute, including review of budgets and allocations on expenditures on various grant accounts. Ensure that all project reporting activities on grants are fulfilled. Assist in the completion of grant budgets independently when necessary to meet time-sensitive grant-filing deadlines. Serves as financial liaison between the Irving Institute for Cancer Dynamics, PIs, granting agencies, sponsored projects, sponsored project finance, and other affiliated departments and institutions. Work closely with the Chief of Staff to prepare and submit the Institute's annual operating budget. In collaboration with the Chief of Staff and CUHR, manage HR processes and procedures such as recruitment, onboarding, off-boarding, salary allocation, effort reporting, payroll processing, visa processing, and all associated paperwork and documentation for employees of the Institute. Maintain familiarity with policies, procedures, and best practices for grants, financial management, and other topics relevant to the position. Additional duties as assigned. Minimum Qualifications A bachelor's degree and a minimum of six years of related experience are required. Demonstrated financial experience in budgeting, accounting, and compliance. Strong verbal, written, and interpersonal skills, customer service focus, superior detail orientation, and excellent organizational skills. Ability to work independently, coordinate multiple projects with competing priorities, and meet deadlines for short-term, long-term, and ad-hoc assignments. Must exercise good judgment, exhibit discretion, and adhere to confidentiality requirements. The ability to work as a team player in a fast-paced environment is required. Excellent computer skills, including advanced knowledge of the Microsoft Office family, are required. Preferred Qualifications Master's degree in Finance, Accounting, Business, or Public Administration. Experience with financial management of pre- and post-grant awards procedures and processes in a large and highly complex organization. Familiarity with endowment and gift-funded initiatives. Knowledge of federal, state, and University policies and regulations regarding receipt and administration of grants and contracts. Familiarity with the University's complex system modules such as People Soft (PAC) RASCAL, ARC, FDS (Financial Data Storage), Concur, and Budget Tool is strongly preferred. Other Requirements An Excel proficiency test will be conducted to assess the ability to perform key functions relevant to the role. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.