Department Administrator, Faculty Affairs

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $95,000 - $115,000

Position Summary

 Reporting to the Associate Dean for Faculty Affairs, the Department Administrator serves as the primary administrative point of contact for an assigned portfolio of Climate School faculty. The incumbent provides comprehensive organizational, operational, and administrative support by coordinating activities across Faculty Affairs, the Office of Research, Finance, Human Resources, and other University administrative offices. Serving as both a relationship manager and administrative coordinator, the Department Administrator ensures faculty receive responsive, proactive, and seamless support throughout the faculty lifecycle while fostering strong cross-functional partnerships and strengthening administrative coordination across the Climate School. The position supports faculty planning, financial stewardship, onboarding, hiring, and day-to-day administrative operations, while identifying opportunities to improve service delivery and administrative processes. 

Responsibilities

Faculty Relationship Management & Administrative Coordination

• Serve as the primary administrative point of contact for an assigned portfolio of Climate School faculty, developing a thorough understanding of faculty priorities to anticipate needs and provide responsive, high-quality administrative support.
• Handle and disseminate inquiries from internal and external sources, synthesizing information and managing highly sensitive and confidential materials to facilitate timely decision-making.
• Coordinate faculty administrative requests by determining appropriate processes, identifying required documentation, facilitating communication across administrative units, and proactively monitoring progress to ensure timely resolution.
• Provide administrative support to the Office of Faculty Affairs for travel arrangements and expense reimbursements related to faculty visits and recruitment activities.

Faculty Portfolio Administration & Financial Coordination

• Support the Associate Dean for Faculty Affairs in developing annual faculty budgets.
• Monitor, review, and analyze budgets and expenditures with faculty to support informed planning and decision-making.
• Assist faculty with management of discretionary accounts, salary planning, travel, procurement, reimbursements, hiring coordination, and other administrative activities.
• Coordinate financial transactions with Climate School Finance, Accounts Payable, Procurement, Payroll, and other University offices, reviewing documentation to ensure accuracy, compliance, and timely processing.

Cross-Functional Partnership & Research Administration

• Serve as the primary liaison between faculty and Faculty Affairs, Human Resources, Finance, the Office of Research, and other administrative offices, ensuring clear communication, timely handoffs, and coordinated service delivery.
• Collaborate with faculty and administrative partners through regular portfolio planning meetings to anticipate administrative needs and coordinate appropriate support.
• Coordinate administrative activities related to sponsored research, including grant administration, award modifications, project reporting, effort certification, and award close-out processes in partnership with the Office of Research and Sponsored Projects Finance.
• Assist faculty with drafting budget justifications and other administrative sections of grant proposals in support of funding submissions.

Human Resources & Faculty Lifecycle Support

• Serve as the primary administrative liaison between faculty and Human Resources, coordinating faculty onboarding, employee transactions, and hiring-related activities while ensuring timely submission of required documentation.
• Assist with faculty appointments, administrative processes, and related employee transactions in accordance with University policies and procedures.
• Perform related duties and special projects as assigned.

Operational Excellence & Process Improvement

• Identify opportunities to improve administrative processes and procedures, implementing solutions that enhance operational effectiveness, faculty service, and cross-functional coordination.
• Develop and maintain administrative documentation, workflow guidance, and standard operating procedures to promote consistency and support process modernization across the Climate School.
• Resolve routine administrative issues independently, escalating complex matters as appropriate, and participate in cross-functional initiatives focused on strengthening administrative coordination and service delivery.
• Coordinate office and workspace logistics for assigned faculty, including space requests and liaison activities with Facilities and other University administrative offices.

Minimum Qualifications

Preferred Qualifications

Equal Opportunity Employer / Disability / Veteran

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