• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000 to $76,000

Position Summary

Reporting to the Director of Finance and Administration in the Department of Biomedical Engineering (BME) within The Fu Foundation School of Engineering and Applied Science (SEAS), the incumbent will oversee key academic, financial, and human resources functions for the department. Responsibilities include managing student personnel appointments and related HR processes; analyzing and reconciling payroll, financial aid, and student accounts; and resolving associated issues.

The incumbent will coordinate the hiring and workflow for casual employees, work-study students, graduate research and teaching assistants (GRAs and TAs), and manage all related appointments, reappointments, and academic job postings. They will monitor and approve time entries, maintain accurate student and personnel records, and ensure compliance with university policies.

Additional duties include managing Graduate Financial Aid (GFA) and departmental funding sources, preparing transactional and financial reports using Columbia’s administrative systems (ARC, FDS, FinSys, PAC, SSOL, SDR), and tracking student rosters, registration, appointment, and visa statuses. The incumbent will also support general office operations, maintain personnel and student directories, assist with timesheet processing, and provide occasional support for after-hours student and faculty events.

Responsibilities

• Personnel appointments and payroll ( 35%):  Manages the hiring, reappointment, and payroll processes for student officers (GRAs, DRAs), casual staff, and work-study students. Oversees related HR transactions (PAF/TBH), prepares job postings, and collects hiring requests and supporting documentation. Coordinates with the Director of Finance and Administration (DFA), Assistant Director of Finance and Operations, and central University offices (Dean’s Office, ISSO, RPIC) to address administrative, visa, and immigration matters.

  Monitors and approves time entries and ensures timely updates to student funding records, tracking systems, and data collections. Prepares, reviews, and submits Graduate Financial Aid (GFA) requests and reconciles student accounts. Maintains accurate appointment and personnel records, prepares budgets, and tracks actual expenses for assigned personnel categories while safeguarding confidential information.

  Provides guidance and support to faculty throughout the hiring process, including oversight of student time tracking in TLAM and resolution of payroll suspense issues. Serves as a departmental resource for faculty and students on appointment procedures, offering orientation materials and information on relevant policies and processes.

• Student funding and institutional/financial aid (20%) : Oversees all aspects of student funding and financial aid for the department. Reviews and assigns tuition costs and funding support for students, and prepares and submits Graduate Financial Aid (GFA) tables detailing funding sources and requirements. Accurately enters and maintains funding source allocations for student salaries and stipends, ensuring all amounts and sources are correctly applied and reconciled.

  Collaborates with faculty, students, and the student affairs team each semester to gather information on incoming and continuing students, verifying status, funding type, payment methods, and support levels. Maintains up-to-date records in departmental databases and university systems throughout the year. Monitors and tracks funding assignments with department chairs, including fellowships, startup allocations, and other allowances, to ensure accurate reporting and compliance with institutional guidelines.

• Financial Analysis and Reporting, Coordination (15%) : Prepares, reviews, and distributes transactional and analytical reports related to personnel, onboarding, payroll, and student accounts using Columbia’s financial and administrative systems (ARC, FDS, FinSys, PAC, SSOL, SDR). Maintains accurate financial, personnel, and academic records, as well as departmental tracking databases, ensuring data integrity and timely updates.

• Planning and innovation in processes (10%):   Proactively identifies and implements opportunities to enhance operational efficiency, accuracy, and quality across all work areas. Initiatives include developing a comprehensive departmental student database and creating an automated workflow for funding approvals to streamline processes and improve data management.

• Student organization advising ( 10%):  Advises Biomedical Engineering student organizations including but not limited to BMES and GoBME on financial planning, budgeting, and fiscal responsibility. Collaborates with student leaders on annual planning and provides guidance in developing and managing budgets to support group activities and events.

• Office Coordination (5%):  Provides general office support with shared responsibilities across the team which may include training and orientation of new staff, welcoming and directing students and visitors at office area, backup support for deliveries and ordering, other general office duties shared amongst the team.

• Other Related Duties and Responsibilities shared office duties across citizenships. ( 5%) 

Minimum Qualifications

• Bachelor’s degree required.

• Minimum of two years of experience in administration, finance, human resources, or payroll. Experience in academic planning or student affairs is preferred.

• Strong organizational, interpersonal, oral, and written communication skills, with demonstrated analytical ability and a customer service–oriented approach.

• Proven ability to work collaboratively as part of a team and effectively interact with a diverse student population.

• Advanced proficiency in Excel, including pivot tables and complex formulas.

• Ability to develop, analyze, and present comprehensive academic and financial reports.

• Excellent judgment and ability to prioritize and manage multiple assignments under tight deadlines with minimal supervision.

• High degree of personal integrity, professionalism, and discretion in handling confidential information.

• Mission-driven mindset and commitment to maintaining ethical standards in all work.

Preferred Qualifications:

• Experience in higher education administration.

• Familiarity with Columbia University’s systems, including ARC, FinSys, FDS, and PAC.

• Background in accounts payable, purchasing, or other analytical/data-focused work.

Equal Opportunity Employer / Disability / Veteran

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