• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $65,800 to $74,000

Position Summary

While reporting to the Dean's office, this position will be responsible for managing the financial and administrative operations at Lasker (SEAS). These responsibilities will also include liaison with SEAS academic and research departments, including but not limited to Chemical Engineering, Biomedical Engineering, and Mechanical Engineering. This position will collaborate with the Engineering faculty and/or researchers on interrelated activities of other programs, departments, or staff to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications. Collect and analyze data to assess and evaluate the effectiveness of the Engineering academic and research programs. Supports and completes all day-to-day transactional coding, A/P processing, and analyzing financial data, including P-cards and travel expense reports online, using the University's central systems. This includes detailed financial processing, analyses, report preparation, and research-oriented procedures.

Responsibilities

• (45%) Serve as the primary point of contact for day-to-day operational items such as: Managing all visitors/new lab members' accesses and managing deliveries.  Serve as the liaison with EHS for assigned labs. Manage capital equipment inventory in the labs. Submitting and following up on work tickets to CUIMC Facilities. Including building issues (hot/cold, lights out, security, access, etc.)  Monitor SEAS minor lab/office renovations and equipment deliveries.  Oversee and manage leased office equipment (copy/print, water coolers, etc). Manage communication from CUIMC to the occupants (utility outages, COVID-19 requirements, fire alarm testing, etc). Monitor and Impacts/disruption from renovations on non-SEAS floors. Implement, administer, and evaluate day-to-day activities at the school by identifying and executing tasks and objectives, making recommendations that impact policies and programs, develops and facilitates workshops, meetings, or conferences, coordinates logistics, scheduling, and participant communications. Interacts and maintains liaison with students, faculty, staff regarding program objectives. Assist with faculty onboarding.  Prepare materials, schedules, and/or other print materials for day of events to faculty and students. Supports daily operations and coordinates activities of program; determines priorities. Work with faculty to manage all academic and student affairs functions of the Department, including accreditation, recruitment, admissions, registration, advising, curricular planning, etc. Manage the offsite campus Department with events for recruitment, student engagements, and colloquiums.

• (25%) Provide support to the Dean's Office through analyses and operational processes.  Prepare and analyze journal entries, expense reimbursements, deposits, purchase orders, purchase requisitions, interdepartmental orders, etc. Assist in the review of academic travel transactions including detailed review of financial documentation and reimbursements. Provide guidance to department staff members on University policies and procedures. Complete P-Card transactions and financial authorization forms. Maintain subscriptions, vendors, contracts, and orders. Manage Concur travel/business reimbursements and travel arranger role for assigned Principle Investigators. Financial reporting, including analyzing FDS reports to review grant budgets and available balances when creating Purchase  requisitions;  analyze quarterly FDS SPFr report for assigned PI's) including Purchasing - PO's, P-Card, Corporate Card (for faculty travel arrangements in Concur), including managing Accounts payable (vouchers, journals, ITFs), Coordinate equipment inventory control, reconciliations, and audits.

• (20%) Works collaboratively with academic departments while recommending changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of operations management, planning, and evaluating. Assist in identifying and pursuing funding opportunities and may contribute to preparation of requests for proposals and other contracts. Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function. May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget. Manage, oversee, and approve student casuals and Non-Union support Staff time in the assigned labs Review and manage Non-Union support Staff funding sources with PI's and provide that info to the BME payroll person. Liaison with EHS for assigned labs.  Manage capital equipment inventory in the assigned labs.

• (10%)Performs other duties as assigned.

Minimum Qualifications

• Bachelor’s Degree or equivalent experience

• At least 2- 4 years of related experience.

• The individual must be able to process, analyze financial data must possess excellent communication skills, and be able to work independently

• Candidates with a working knowledge of accounting principles, Microsoft Office Software, project management, and grant budget management are preferred.

• Detail-oriented with analytical and problem-solving abilities, including research, collection, and interpretation of financial data.

• Ability to work both independently and in a team environment, with the capability to organize and prioritize work.

• Ability to function in a high-volume work environment.

• Project administration and project planning experience.

• Demonstrates discretion, good judgment, strong organizational or management ability, initiative, and the ability to work independently, is adaptable, versatile, and can maintain confidentiality.

• Ability to accurately review and complete detail-oriented information and projects.

• Must have strong proficiency with MS Office, including Word and Excel. Ability to exercise independent judgement. A positive, forward-thinking, mission-oriented attitude and sense of humor is a must.

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

Equal Opportunity Employer / Disability / Veteran

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