Department Administrator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $160,000.00- $170,000.00

Position Summary

Reporting to the Director of the Irving Institute for Clinical and Translational Research, the Department Administrator is responsible for planning, organizing and carrying out the Institute's financial, human resources and facilities operations as well as emergency response plan. A key member of the Institute's leadership team, the DA is responsible for managing and advising the Institute faculty Director, faculty Co-Directors and Director of Strategic Management, and Executive Leadership Team on fiscal matters and administrative policies related to personnel, facilities, cores and other matters. In collaboration with the Executive Leadership Team, the DA will direct the department's overall operations, financial planning and accounting practices, maintain financial management tracking, reporting, and control systems, plan and monitor departmental expenditures, and oversee compliance with the policies, procedures and regulations of the University/affiliated organizations and external funding agencies.

Responsibilities

Financial Management (35%)
The DA is responsible for ensuring the appropriate management of the Institute's financial portfolio comprised of grants, contracts, endowments and gifts including oversight of pre- and post-award activities, subcontracts, scope accounts, and the close-out processes of all sponsored projects in conjunction with Columbia's Sponsored Projects Administration and Sponsored Projects Finance Office. The DA is the primary financial liaison to Program Officers and Grants Management Specialists of the funding agencies and to Central Administration at the University on all financial matters of the Institute.

• Works in conjunction with Institute Director, Co-Directors, Director of Strategic Management, and Executive Leadership and with Module, Program and core Leaders on financial forecasting and planning and directs the appropriate utilization of fiscal resources for each of the Institute's modules, programs and cores.
• Responsible for day-to-day financial administration for the Irving Institute and the complete portfolio of sponsored and non-sponsored project accounts – including federal, non-federal, foundational, industry, and endowments - within the Institute. Responsible for implementing a streamlined billing process for all cores and services that are fee for service.
• Manage the Institute's finance and accounting practices, as well as its financial relationships with the Medical School, CUIMC, Columbia University, New York Presbyterian Hospital (NYP), and other affiliations.
• Manage revenue/expense reporting and control systems, report generation, forecasting models, and reconciliation procedures for departmental accounts. Oversee financial management, billing, and reporting for research cores. Develop business plans for new and proposed programs.

•Assure that the Institute budget is submitted in a timely fashion and in compliance with VP&S and funder guidelines. Monitor, report and explain variances to approved budget; address variances and present alternatives for achieving the goals.
• Assure compliance with CU, CUIMC, VP&S, union, and governmental policies, procedures, and regulations related to financial affairs, grants and contracts, and philanthropy/fundraising matters. Cooperate with all audit requirements and implement all audit recommendations in a timely manner. Meet fiduciary responsibility for financial controls.

Research Management (15%)
Provide oversight and administrative direction for grant activity and research compliance within the Institute.

• Serve as a key member of grant writing and administration team for new grants, grant renewals and annual progress reports. Responsible for contributing to grant writing strategy and planning, including management and monitoring of grant requirements, especially compliance, personnel, and finance-related matters.
• Support and monitor research-related financial activities to assure compliance with University, VP&S, and funding agency regulations; prepare reports as required. Responsible for centrally coordinating grant applications submitted on behalf of Irving Institute faculty/staff teams including monitoring applications submitted and maintaining documentation.
• Provide oversight and administrative direction for all grant management activity and research compliance within the Institute.
• Supervise the administrative staff who manage the pre-award, post-award, and close-out process of all sponsored projects; function as a departmental resource for principal investigators when preparing grants and budgets/budget justifications.
• Work with administrative staff to oversee compliance with all funding agencies and the IRB to assure that all required information is maintained and reported on a regular basis while identifying, analyzing, and correcting any discrepancies. Oversee Quality Assurance/Quality Control (QA/QC) functions with the Assistant Director for Translational Science and Implementation Science.
• Assist the Directors and principal investigators in the preparation of the administrative and budgetary aspects of grant applications and reports.
• Work with VP&S and CUIMC Research Administration as needed to achieve goals.

Human Resources Management (15%)
Carries out Institute's human resources function including recruitment, hiring, promotion, retention, disciplinary action, immigration transactions, and terminations

• In collaboration with VP&S Human Resources (HR) Shared Service, Irving Institute leadership and Module/Element teams and staff, manage departmental human resource functions such as recruitment/appointment of faculty and staff – including community partners/STAR Ambassadors -onboarding/training, payroll, AP processes and other related functions.
• In close collaboration with the Director of Strategic Management and Senior Associate Director, develop and organize processes for hiring, onboarding, offboarding, professional development, performance management, and career development for staff. Oversee all human resource activities such as employee evaluations, training, staff development, hiring and terminations, and all PAC processes for the Institute.
• In consultation with Institute Executive Leadership Team and Module/Program leaders, determine and revise the appropriate organizational structure and mix of staff to maximize the Institute’s operations and minimize expenses.
• Utilize compensation strategies which comply with and further the overall mission of the University, the School, and the Institute.

• Assure that annual staff performance evaluations are conducted in a timely fashion and that job descriptions are accurate and up to date; facilitate updated job descriptions to support promotions or career advancements for staff.
• Assure adherence to CU, CUIMC, and VP&S human resource policies and regulations.
• Manage employee relations with both faculty and staff in collaboration with Faculty Affairs, VP&S HR Shared Services, and CUIMC HR Business Partner as needed.
• Supervises Senior Administrative Coordinator.

Facilities Management (15%)

• Responsible for the Institute space, across multiple locations, equipment (including desktop/server computing support working with Institute IT team), and supply inventories. Ensure that equipment is functional, and facilities are operational.
• Manage Institute facilities and space, with CUIMC and NYP facilities and space management staff.
• Develop and monitor a capital plan incorporating short- and long-term capital needs of the Institute.
• Responsible for space renovations, including selection of furniture, structures and office assignments and coordinate with CUIMC facilities management on Institute renovation and construction projects.
• Working with Institute IT team, the Director of Strategic Management and Evaluation and Continuous Quality Improvement team (ECQI), develop and implement Institute IT plan and policies – collaborating with CUIMC Information Technology (CUIMC-IT).

Institute Leadership and Strategic Planning (10%)

The DA manages all grants (e.g., Columbia's Clinical and Translational Science Award/CTSA) and the endowments which support the Institute; i.e., directs the Institute's accounting and fiscal practices; maintains its financial and management reporting; plans and monitors spending; and ensures compliance with the policies, procedures and regulations of the University and its affiliated organizations, the funding agencies, and other internal and external agencies and partners. In collaboration with Institute leadership, the DA/COO contributes to the formulation and implementation of short and long-term strategic plans.
The position is responsible for managing and advising the Director on fiscal matters and administrative policies related to personnel (faculty and staff), facilities and cores and other related matters; coordinating the Institute’s financial planning and accounting practices; maintaining financial management tracking, reporting, and control systems; monitoring Institute expenditures; and overseeing compliance with the policies, procedures and regulations of CUIMC, CU and external agencies; and reporting regularly to the Institute Director, Co-Directors and Executive Leadership team on all matters to assure an efficient, high-functioning infrastructure to support the Institute’s clinical and translational research and education missions.

Other duties as needed (10%).

Minimum Qualifications

• Bachelor's degree in business administration or similar degree and a minimum of 5 years of progressive responsibility at a managerial level, preferably in an academic health center.
• Understand managerial accounting and finance principles; Previous experience reflecting sound financial and research grant management in clinical/research/academic setting required.
• Experience must reflect strong personnel management skills and ability to oversee and manage complex financial systems effectively.
• Previous experience in management of department operations and human resources.
• Knowledge, experience and ability to manage complex information and computer systems.

Preferred Qualifications

• Master's degree
• 10 years of progressive responsibility at a managerial level, preferably in an academic health center.
• Experience working in higher education, Columbia University and/or Columbia University Irving Medical Center Familiarity with University systems and applications.
• Demonstrated ability to work effectively with a diverse population of faculty, staff, and students.
• Ability to provide initiative, judgment, and creativity in the resolution of complex problems and financial projections.
• Excellent oral/written communication, interpersonal, organizational, analytical, financial, negotiating, problem-solving, detail oriented and computer (e.g., Microsoft Office software, etc.) skills required.
• Must possess the ability to think strategically, delegate work and supervise staff, and possess unquestionable integrity.
• Ability to establish realistic and achievable priorities and the ability to lead staff to achieve departmental goals and objectives.
• Ability to identify opportunities to enhance income from development and revenue sources as well as identifying how best to promote, schedule and charge for various initiatives.

Equal Opportunity Employer / Disability / Veteran

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