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Departmental Administrator

Population and Family Health

Departmental Administrator

  • 533379
  • Medical Center
  • Population and Family Health
  • Full Time
  • Opening on: Jan 19 2023
  • Grade 106
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $132k - $152k
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Department Chair and the MSPH Vice Dean for Finance and Administration, the Department Administrator (DA) will be responsible for the department's financial affairs and provide administrative support to its educational and research programs.

The position will also be responsible for advising the Departmental Chair on fiscal matters and administrative policies related to personnel and other matters; coordinating the department's financial planning and accounting practices; maintaining financial management reporting and control systems; monitoring departmental expenditures; managing administrative staff including supervision and appropriate training; and overseeing compliance with the policies, procedures and regulations of the School, CUMC, CU and external agencies; and reporting regularly to the Department Chair on all matters to assure an efficient, high functioning infrastructure to support the department's educational, research and service missions.



  • Reporting and Advising - 20%
    • Advises the Departmental Chair/Center Director on fiscal matters and administrative policies related to personnel and department operations; departmental income and expenditures, and administrative compliance; preparation and routine monitoring of annual departmental budget.
    • Report to and regularly inform department faculty and staff on updates to policies, practices, and procedures at Mailman and CUIMC as it related to HR, finance, administration, and operations.
  • Financial Management - 20%
    • Reconcile and manage the department's finance and accounting practices, as well as its financial relationships with the School, Columbia University Medical Center, Columbia University, and other affiliations; monitor, report and explain variances to approved budget; address variances and present alternatives for achieving the goals; meet fiduciary responsibility for financial controls and comply with all audit requirements. Work with the Chair to ensure that funds are available to implement priority strategic initiatives.
    • Liaison with MSPH Finance division regarding financial status and reporting requirements; ensure appropriate allocation of salary and otps costs in collaboration with the Director of Research Administration.
  • Human Resources Management - 20%
    • Coordinate with administrative staff on financial aspects of human resources and faculty affairs, including recruitment, hiring, promotion, retention, disciplinary action, immigration matters, and termination. In consultation with the Chair/Center Director, determine the appropriate organizational structure and mix of staff to maximize departmental operations and minimize expenses and determine compensation strategies which comply with and further the overall mission of the University, the School, and the department.
    • Assure that annual staff performance evaluations are conducted in a timely fashion and that job descriptions are accurate and up to date. Assure adherence to CUMC and MSPH human resource policies and regulations.
    • Identify and arrange HR and professional development/management trainings for faculty and staff.
    • Supervise central administrative staff and oversee departmental human resource functions such as, recruitment/appointment of faculty and staff, orientation, payroll, A & P processes, and other related functions.
    • Assure adherence to CU, CUMC, and MSPH human resource policies and regulations.
  • Compliance Management - 15%
    • Assure compliance with CU, CUMC, MSPH, union, and governmental policies, procedures, and regulations related to financial affairs, faculty affairs and human resources, and development matters. Cooperate with all audit requirements and implement all audit recommendations in a timely manner.
  • Facilities and Information Technology Management - 20%
    • Serve as the primary point person for the management and coordination of facilities and space matters for the Department, collaborating with MSPH Operations staff.
    • Maintain a capital improvement plan incorporating short- and long-term capital needs of the department.
    • Responsible for the departmental space, equipment, and supply inventories. Ensure that equipment is functional, and facilities are operational.
    • Develop and implement department information technology plan and policies.
  • Manage and direct additional responsibilities as required, including - 5%
    • Advise Chair/Vice Dean for Administration on implementation and monitoring of strategic plans including staffing requirements, faculty recruitment, space assignments, and financial plans necessary to meet goals of plans.
    • Periodically review administrative structure of the department to assure the structure meets the strategic and operational goals of the department; create and implement revised structures as necessary and appropriate.

Minimum Qualifications

  • Requires a Bachelor’s degree or equivalent in education and experience, plus five-seven years of related experience.
  • Previous experience reflecting sound financial management and research grant management in clinical/research/academic setting required.
  • Previous experience in management of department operations and human resources.
  • Experience must reflect strong personnel management skills and ability to oversee and manage complex financial systems effectively.

Preferred Qualifications

  • Master’s degree in Business Administration, Public Administration or related field is highly desirable and may substitute in part for experience

  • Experience working in higher education, Columbia University and/or Columbia University Irving Medical Center is preferred

  • Familiarity with University systems and applications strongly preferred
  • Demonstrated ability to work effectively with a diverse population of faculty, staff, and students

  • Ability to provide initiative, judgment, and creativity in the resolution of complex problems

  • Excellent oral/written communication, interpersonal, organizational, analytical, financial, negotiating, problem-solving, detail-oriented and computer (e.g., Microsoft Office software, etc.) skills required

  • Must possess the ability to think strategically, delegate work and supervise staff, and possess unquestionable integrity

Other Requirements

  • The candidate selected for the position must undergo a full background check prior to a final offer of employment being made

Equal Opportunity Employer / Disability / Veteran

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

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