Associate Director of Operations and Communications

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $75,000 - $80,000 Annually

Position Summary

Reporting to the Director of Administration and Planning, the Associate Director of Operations and Communications supports the day-to-day operational coordination, administrative systems, financial workflows, and communications operations of the Administration and Planning portfolio within Undergraduate Student Life. This position assists with the management of financial, administrative, operational, planning, and communications functions for Undergraduate Student Life, including the areas of the Dean of Undergraduate Student Life, Multicultural Affairs, Residential Life, Student Engagement, and approximately 400 recognized student organizations and their governing boards and councils.

The Associate Director serves as a key partner to the Director of Administration and Planning in managing workflow, approvals, communications, and operational priorities across the department. This includes supporting tiered management processes, overseeing and advising on financial approvals, managing and improving administrative workflows, coordinating communication related to financial and operational procedures, and ensuring that leave, banking, and internal administrative processes are clear, consistent, and aligned with University policy.

The Associate Director also supports the operational execution of Undergraduate Student Life’s communications priorities. Working under the strategic direction of the USL leader responsible for communications and in partnership with the Dean and USL Leadership Team, the position coordinates communications workflows, timelines, content development, review, approval, and distribution.

The Associate Director supports the implementation and continuous improvement of financial and administrative procedures; reviews and approves a high volume of assigned financial transactions; provides oversight over financial accounts and operational processes; field, delegate, troubleshoot, and escalates student and staff inquiries; support financial training; develops policy and procedural documents; and creates communications related to finance, administration, and operations.

Responsibilities

• Support the Director of Administration and Planning in the day-to-day functioning of the Administration and Planning portfolio. Assist with the coordination, prioritization, and tracking of core operational workstreams, including finance, approvals, administrative planning, purchasing, student group support, communications, leave processes, banking-related needs, and other department-wide administrative functions.

• Provide tiered management and workflow oversight for financial and administrative operations. Help organize incoming requests, determine appropriate levels of review, delegate items to the appropriate staff members, monitor progress, and escalate complex or time-sensitive matters to the Director of Administration and Planning as needed. Manage and monitor JIRA workflows for the Administration and Planning, ensuring that requests are assigned, tracked, updated, and resolved in a timely manner. Ensure that internal systems are structured to support timely responses, accurate processing, consistent follow-through, and clear documentation of outstanding items.

• Review, approve, and/or provide oversight for a high volume of financial and administrative transactions, including purchasing card transactions, corporate card transactions, Concur reports, ARC activity, requisitions, invoices, reimbursements, check requests, travel advances, deposits, journal entries, wire transfers, and internal transfers of funds. Ensure that transactions are accurate, appropriately coded, properly documented, and consistent with Columbia College, Undergraduate Student Life, and University policies.

• Support the execution of Undergraduate Student Life’s strategic communications priorities by coordinating content collection, drafting, editing, project timelines, review processes, and distribution of divisional communications, reports, presentations, publications, and digital content. Help ensure that communications are timely, accurate, consistent, and aligned with USL priorities.

• Develop and coordinate communications related to finance, administration, operations, leave, banking, policies, procedures, deadlines, and available services. Translate complex requirements into clear and accessible guidance for staff and student organizations.

• Provide operational guidance and advanced support to staff and student organizations on financial processes and administrative procedures, including Purchasing Cards, Concur, ARC, EMS, procurement, vendor setup, reimbursements, student group purchasing, deposits, and other related processes. Troubleshoot issues, clarify requirements, and ensure that staff and students understand the appropriate steps for completing transactions successfully.

• Work closely with the Director of Administration and Planning, student organization advisers, student leaders, and Undergraduate Student Life staff to support compliance with Columbia College and University policies and procedures. Assist with the evaluation of current financial and administrative processes, recommend improvements, and support the development of new systems that streamline work, increase accuracy, and improve client service. Provide clarity and guidance on the financial management of large-scale student-led events and programs, including fundraising initiatives, corporate sponsorships, gift processing, travel, vendor payments, contracts, and event-related expenses. Serve as a resource to staff and student groups on budget planning, monitoring protocols, and financially sound decision-making.

• Develop strong relationships with and serve as a point of contact for campus partners, including Columbia College Finance, Vendor Management, Accounts Payable, University Procurement, Student Financial Services, Event Management, and external vendors. Support new vendor creation, requisition requests, internal transfers of funds, account modifications, budget updates, contract submissions, service agreements, and timely payment for services rendered.

• Participate in the growth and development of USL, the College; School of Engineering, and Columbia University, including providing support for key initiatives and experiences, serving on committees, and collaborating with College and University partners to further the work of USL and the College.

• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree and/or equivalent related experience.

• Minimum of three years of related experience.

• Proven experience managing complex administrative, financial, or operational functions in a high-volume environment.

• Demonstrated ability to process, review, and approve a large volume of transactional work while also managing short-term and long-term projects.

• Must have knowledge of generally accepted accounting, budgeting, financial, or administrative practices and the ability to apply policy consistently and accurately.

• Demonstrated strong judgment, attention to detail, organizational skills, and the ability to manage multiple priorities under tight deadlines.

• Must be able to compile, manipulate, analyze, and present data in a clear and useful manner for a variety of audiences.

• Excellent interpersonal, oral, and written communication skills are required, along with a strong customer-service orientation and the ability to work effectively with students, staff, faculty, campus partners, and external vendors.

• Ability to translate complex policies, procedures, and operational information into accessible guidance for staff and students.

• Must be a self-starter capable of operating with discretion, independence, and sound judgment.

• Ability to exercise discretion and handle confidential information.

• Strong computer skills, including proficiency with Microsoft Excel, Google Workspace, and financial or administrative systems.

• The incumbent should possess a strong desire to work with and develop student leadership skills.

• Some evening and occasional weekend hours required.

Preferred Qualifications

• Knowledge of University policies and procedures.

• Knowledge of Columbia’s financial systems, including ARC, Concur, Accounting and Reporting at Columbia, Purchasing Card processes, corporate card processes, procurement systems, EMS, and related administrative systems.

• Prior supervisory, student affairs, higher education administration, financial operations, or project management experience.

• Experience supporting communications, publications, reports, presentations, newsletters, websites, or digital content within a complex organization.

• Experience managing editorial calendars, communications workflows, or content review and approval processes.

• Higher education, student affairs, or mission-driven communications experience.

As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents, it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.

Equal Opportunity Employer / Disability / Veteran

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