Associate Director, SVR Operations

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: Lerner Hall
• Salary Range: $100,000 - $110,000

Position Summary

Under the leadership of the Senior Executive Director, Sexual Violence Response (SVR), and in consultation with the SVR senior leadership team, the Associate Director will ensure operational excellence by providing strategic operational support across SVR. This role will exercise significant independent decision-making to oversee all administrative and operational support functions, including intake, and will have operational involvement in the administration of direct services and training/prevention to maintain consistency in processes and delivery of services.

The incumbent will assist the Senior Executive Director, Director of Direct Services, and Director of Training and Prevention in the development, maintenance, and review of operational protocols that promote and ensure appropriate standards of care and compliance with Columbia Health, University, and NYS policies. The Associate Director will review and assess operational issues with the Senior Executive Director, ensure business continuity and adherence to procedures, and proactively identify opportunities to streamline and maximize SVR services.

The Associate Director will supervise intake staff and interns to deliver excellent, culturally responsive and student-focused support; assist staff with operational issues; and collaborate with the Senior Executive Director and the senior management team to provide guidance and day-to-day operational leadership related to SVR processes. This role will partner with senior leadership to create policies and procedures to address identified operational concerns and ensure written policies and procedures reflect current practice.

This role requires outstanding leadership capabilities, including the ability to prioritize, foster collaboration among colleagues and stakeholders, promote individual and collective accountability, and adapt to changing priorities. The Associate Director will function as part of the Columbia Health Operations Team and collaborate with university partners and other stakeholders to support SVR’s overarching operational objectives.

This position requires the successful completion of all mandatory department and university training at onboarding and on an ongoing basis to ensure compliance with institutional policies and job-specific responsibilities.  SVR is a New York State Department of Health certified Rape Crisis Program; all staff must complete required training and certification within the first 90 days of hire.

This is an essential on-site role that requires work outside of normal business hours to ensure continuity of services and responsiveness to urgent needs.

Visa sponsorship is not available for this role.

Responsibilities

• Operations and Administration (40%)

  • Partners with the Senior Executive Director to create an agile, responsive structure that supports the delivery of high-quality service.
  • Maintains accurate and organized records of key departmental decisions, action items, and operational updates from Senior Executive Director-led meetings, including staff meetings, leadership team meetings, and departmental check-ins.
  • In collaboration with the Senior Executive Director, serves as primary liaison with Columbia Health Administration, including NYS-DOH Rape Crisis Program Certification, AAAHC planning and preparation efforts, and Enough Is Enough compliance efforts.
  • In partnership with the Senior Executive Director, collaborates across the department to develop and maintain tracking of all SVR trainings, educational programs, attendance records (including internal compliance-based trainings), and special projects to ensure cohesion
  • Analyzes operational processes and performance for all SVR office locations and recommends solutions for improvement when necessary; maximizes efficiency through extensive process analysis and interdepartmental collaboration.
  • Serves as primary liaison with building managers, outside vendors, contractors, and other stakeholders; coordinates facilities and equipment-related services including office resources and materials; ensures maintenance of office technology such as smart rooms, televisions, and door monitoring systems.
  • Ensures all SVR work areas are safe and that incidents are reported accurately and timely; coordinates and facilitates resolution for critical service disruptions involving facilities management, computer systems, telephone service, mail delivery, security, and procurement of equipment and supplies for SVR locations; for work that may disrupt SVR operations, communicates and facilitates resolution of affected systems or services.
  • Assists in the development, implementation, and continuous evaluation of operational process improvements, tools, policies, procedures, and internal practices.
  • Provides after-hours consultation on operational concerns, including disruptions in after-hours phone line operations and access to emergency financial supportive services.
  • For work that may disrupt SVR activity during regular business hours, participates in the scheduling and coordination of custodial and repair work, telephone system modifications, and management of computer hardware and software issues.
  • Assists the Senior Executive Director in the monitoring and evaluation of the CRISIS database system.
  • Oversees all activities related to the acquisition and distribution of survivor care resources; identifies new items to enhance this program through student-survivor and staff feedback and independent research on current trends.
  • Assists the Director of Direct Services with the implementation and management of back-end on-call systems (including vendor contracts, CUIT/phone systems, scheduling, etc.) on a 24/7/365 basis.
  • Assists in the planning of special projects, events, conferences, workgroups, and initiatives; manages implementation logistics (including securing speakers/facilitators, space, and audio-visual support) and supports the evaluation of all efforts.
  • Serves on and attends various committees within Columbia Health as assigned.

  Leadership & Supervision (30%)

  • Supervises SVR’s intake process and ensures a consistent and welcoming process for all intake procedures and workflows facilitated by Intake Specialist and casual employees (administrative interns); evaluates the overall effectiveness of intake services.
  • In collaboration with Human Resources, manages recruitment, selection, onboarding, supervision, and coordination of responsibilities for Intake Specialists and Administrative Intern (casual employee) team members; co-facilitates initial and ongoing training to staff to ensure the highest standards of service.
  • Mentors and develops direct reports in the delivery of crisis intervention, trauma-informed care, and intake services.
  • Manages work performance issues, taking or recommending corrective actions as needed in consultation with the Senior Executive Director and Human Resources.
  • Responsible for managing and approving direct reports’ time and attendance (TLAM), including casual and temporary staff timesheets for payroll submission.
  • Leads and facilitates all aspects of the SVR onboarding process to ensure compliance with state policies and regulations; collaborates with Columbia Health colleagues and external partners as necessary to ensure timely onboarding of all new hires, including all program staff, consultants, volunteers, and student casuals.
  • Assumes leadership for SVR administrative and operational activities in the absence of the Senior Executive Director; provides after-hours consultation, leadership, and problem-solving around logistical and operational issues as they relate to SVR programs and services.

  Budget & Grants Management (25%)

  • Supports the Senior Executive Director in identifying and developing strategies to optimize grant or other funding resources.
  • In partnership with Columbia Health Administration, Sponsored Projects Administration (SPA), Sponsored Projects Finance (SPF), and other stakeholders, manages SVR external funding resources including grants, gifts, and endowments; manages all grant-related activities including maintaining records of all payments and receivables, and prepares reports for all grant-related activities; educates and trains staff on grant management, reporting, and tracking requirements.
  • Tracks expenditures according to budget; conducts budget reconciliation; processes reimbursements; audits and processes invoices, travel expenses, check requests, petty-cash disbursements, and consultant agreements in accordance with University policies and procedures.
  • Assists the Columbia Health Finance team in compiling financial data to prepare departmental business and financial reports.
  • Assists the Senior Executive Director with the creation of budget plans in partnership with Finance and Sponsored Projects in accordance with relevant grants or budget guidelines and requirements.

•  Performs other duties as assigned. (5%)

Minimum Qualifications

• Bachelor’s degree required.
• Five (5) or more years of directly related experience.
• Proven leadership experience with a demonstrated ability to manage operational needs of a nonprofit organization, health department, anti-violence organization, community-based organization, or similar setting.
• Direct supervisory experience.
• Demonstrated knowledge of gender-based violence dynamics and effects.
• Highly experienced in budget and expense management, operations, problem-solving, and project management.
• Ability to manage highly sensitive and confidential information with discretion and integrity.
• Highly organized, motivated, proactive, self-directed, conscientious, and detail-oriented, with the ability to manage complex projects and work effectively with multiple collaborators.
• Ability to manage pressure and crisis situations and remain calm under pressure.
• Strong analytical thinker with demonstrated experience delivering innovative solutions; ability to thrive in a high-volume, fast-paced environment and consistently deliver on key milestones.
• Prior experience developing policy or procedural documentation and Standard Operating Procedures (SOPs), with strong business and training acumen.
• Demonstrated commitment to diversity and to serving the needs of a diverse student population with cultural competence and sensitivity.
• Experience developing, managing, and reporting on budgets and grants.
• Exceptional writing, editing, facilitation, public speaking, and communication skills.
• Strong prioritization and time management skills.
• Strong computer skills (e.g., MS Office Suite, databases) and ability to learn new technology quickly.

Preferred Qualifications

• Master’s or advanced degree in public health, business, psychology, sociology, public administration, or a closely related field.
• Experience in an anti-violence organization or closely related area.
• Prior experience working with college students or a demonstrated interest in higher education.
• Familiarity with the dynamics and effects of sexual and relationship violence and direct services experience with NYC resources.

Other Requirements

N/A

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.