• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $73,000 to $82,000

Position Summary

Reporting to Senior Director of Graduate Student Life and with a dotted report to the Director of Budget and Finance, the incumbent contributes to the management and execution of the department's financial operations. The incumbent performs specialized financial, accounting and planning activities in concert with the University's policies and procedures. This position will be accountable for a broad range of accounting and procurement responsibilities, including but not limited to reconciling financial activity in ARC and various financial systems, procuring goods and services, accounts payable, accounts receivable, inventory control, vendor management, budgeting, auditing accounts payable transactions, reporting, and participating in ad-hoc and special projects. This position covers the finances for the division of Engineering Student Affairs within the Columbia Engineering Dean’s Office. The individual will also be a part of the team, providing general operational coverage, serving as a point of contact for current and prospective students.

Responsibilities

• 25% -Records expenditures and/or payments ensuring they are posted to proper accounts. Prepares and reviews invoices, reimbursements for payment, monthly journal entries, procurement documents for securing goods and services to ensure timely, accurate, effective processing of expenditures and purchases. Processes all transactions in ARC (Accounting and Reporting at Columbia) the University’s financial system of record. Manages Columbia University Purchasing Card for purchases of goods and limited services and does monthly reconciliation of P-card expenditures.

• 25%-In collaboration with the Associate Dean of ESA and the Director of Budget and Finance, the incumbent, creates, implements and monitors budget parameters, including the preparation of variance reports, tracking supporting documents and reconciling internal financial records against expenses recorded in the financial systems. Independently maintains, updates and reconciles complex financial and budgetary spreadsheets on a quarterly basis. Troubleshoots errors, tracks banking activity to identify potential discrepancies and overdrafts. Maintains knowledge of the School/Department’s current use gifts and tracks donations to ensure receipts are consistent with the terms of each gift. Stays current with, adheres to, and enforces a complex set of University financial policies and procedures. Interprets and enforces policies and procedures to ensure compliance with University standards.

• 20% -Provides data analysis and reporting, and works in close collaboration with the SEAS finance team to complete all monthly, quarterly, and year-end transactions following the reporting schedule as set by the SEAS Finance Office and the University central offices. Reviews and updates departmental budgets in the SEAS budget tool system in collaboration with the department and the Director of Finance and Budget in on a monthly, quarterly, and annual basis to minimize large variances.

• 10% Provide operational management of the Engineering Student Affairs office locations. Monitor, track, and coordinate necessary purchases of office supplies.

• 10%- Manages departmental casual and work study onboarding, timesheets, and payroll as well as adcomp academic payments (such as in PDL and SHP).

• 10%- Performs related duties & responsibilities as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent related experience required. 2 - 4 years related experience required.

• Must have excellent interpersonal and communication skills.

• Strong financial and analytical skills, including expertise in Excel, including pivot tables, and report preparation, are required.  

• Must be able to manage highly sensitive and confidential communications with accuracy, discretion, and integrity. 

• Must be service-oriented, well organized, and detail-oriented with strong time management skills, and the ability to prioritize, think critically, identify potential issues, and offer solutions.

• Must be adept at problem-solving and using judgment in situations requiring initiative and tact.

• Proficiency with Microsoft Office and knowledge of financial software a must.

• Strong preference for related financial analysis or operations experience in higher education, non-profit, or complex organization.

Equal Opportunity Employer / Disability / Veteran

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