• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $72,000 to $76,500

Position Summary

The Department of Applied Physics and Applied Mathematics is seeking a dedicated professional to oversee the research programs and manage various projects for the Department during the pre- and post-award phases, and for monitoring budgets and expenditures for government, private, and other projects.

About the School:

The Department of Applied Physics and Applied Mathematics is part of a prestigious institution known for its cutting-edge research and academic excellence. The school offers a collaborative and innovative environment, fostering interdisciplinary research and education. With a commitment to advancing knowledge in applied physics and applied mathematics, the department is home to world-renowned faculty and state-of-the-art facilities, providing a dynamic and supportive setting for both students and staff

Responsibilities

• Financial Reconciliation & Reporting (30%):
  • Reconcile all expenditures monthly and process corrections using the Journal Entry and Cost Transfer modules.
  • Prepare and distribute monthly financial reports to PIs for sponsored and non-sponsored projects, including payroll, transaction details, and summary data to support planning and decision-making.
  • Maintain a department-wide database of account transactions and ensure accurate documentation and filing.
  • Assist with fiscal year-end closing, including affirming POs and reconciling departmental, discretionary, and start-up projects.
  • Assist with the closeout of government grant projects.

• Payroll & Student Support (35%):
  • Develop and maintain an internal salary database with real-time updates; manage reconciliation procedures to ensure proper allocation of salary charges each month.
  • Process salary distributions for GRAs, DRAs, and TAs.
  • Reconcile student tuition, stipends, and fees.
  • Support the Business Manager by clearing payroll suspense and assisting PIs with budget preparation.

• Purchasing & Compliance (15%):
  • Review and process purchase orders, P-Card transactions, travel and business expense reports, check requests, and invoices, ensuring compliance with University and government policies.
  • Complete annual Recharge Center license applications and manage quarterly billing for SEM, Poster Printer, Microstructural Characterization, and Structural & Mechanical Property licenses.

• Collaboration & Administrative Support (20%):
  • Serve as liaison with Facilities, Accounts Payable, Sponsored Project Administration, Sponsored Project Finance, Controller’s Office, and Purchasing.
  • Serve as backup processor for casual personnel forms and timesheets.
  • Perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree in a relevant field, such as finance, accounting, business administration, or a related discipline.

• Minimum of 2-4  years of experience in financial management, project coordination, or a similar role.

• Proficiency in financial software and database management.

• Strong analytical and problem-solving skills.

• Excellent communication and interpersonal skills.

• Demonstrated ability to work independently and as part of a team.

• Experience with budget preparation and financial reporting.

• Familiarity with government and private grant regulations and compliance.

Preferred Qualifications

• Master’s degree in finance, accounting, business administration, or a related field.

• Experience in an academic or research environment.

• Knowledge of university financial systems and policies.

• Proficiency in advanced Excel functions and data analysis tools.

• Certification in project management (e.g., PMP) or financial management (e.g., CPA).

• Experience with journal entry and cost transfer modules.

• Strong organizational skills and attention to detail.

• Ability to handle multiple tasks and prioritize effectively.

• Experience with salary reconciliation procedures and processes.

Equal Opportunity Employer / Disability / Veteran

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