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Finance & Program Coordinator

Italian Academy

Finance & Program Coordinator

  • 532655
  • Morningside
  • Italian Academy
  • Full Time
  • Opening on: Dec 13 2022
  • Grade 10
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $60,000-$65,000
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 Associate Director of Finance and HR Operations, the Finance and Program Coordinator is responsible for the day to day finance and program aspects of the Academy and plays a key role in the initiation and reconciliation of Accounts Payables and Receivables. In collaboration with Program Manager, the  Finance and Program Coordinator will engage in every aspect of the Fellowship program.


  • In charge of accounts payable, working with University systems; coordinates with staff, guest speakers, and visitors on their reimbursement via CONCUR; prepares the Annual Form 990 Schedule F filing to the Controller’s Office; manages gift check submission to Gift Systems; handles invoices, and process internal billing and invoicing.
  • Interact with vendors, payees, and the central offices at Columbia, including Accounts Payable, Payroll, Payroll Accounting, Sponsored Projects Administration, and Sponsored Projects Finance to assure smooth flow of transactions in a timely manner.
  • Responsible for placing orders, travel arrangements, reconcile P-CARD transactions, processes requisitions and Net 30 invoices as needed.
  • Work with other team members on the expenditure reconciliation to make certain the accuracy and compliance, makes expense corrections to prevent liability to the Department and the University;
  • Holder of Pcard and Corporate Card for the Academy;
  • Process the hiring, tracking, and payment of Federal Work-Study students.
  • Enters Overtime for Work Studies and Unions Staff
  • Processes TBH and level 1 approval for the Academies Staff.
  • In charge of Salary Distribution, Combo code, Cost transfers in PAC.
  • Initiates Internal Transfers in ARC (Rental and others)
  • Prepared budgets for the Academy and enters them in FinSys.  
  • Assume other responsibilities as assigned by the Associate Dir. Of Finance


  • In collaboration with the Program Manager, the Finance and Program Coordinator will expedite and manage the recruitment process for Fellows. ( Visa and tax forms; processing applications in Interfolio, submitting paperwork's for SSN and Tax office etc)
  • Participate with all the activities related to the Fellowship Program
  •  Make recommendations on policies, compliance,  governmental requirements and resolve bureaucratic  matters.
  • Research policies and procedures to be sure  the Italian Academy is in compliance with the tax Treaty, an IRS documentation for foreign hires,  Academic research hiring process, salaries and other policies as dictated by the Provost Office.                               
  • Perform other duties as requested.

Minimum Qualifications

  • Bachelor's degree and/or its equivalent required.  Up to 2years of related experience required.
  • Ability to communicate complex information simply, both verbally and in writing, required.
  • Good analytical and mathematical skill required along with excellent organization, prioritization and interpersonal skills.
  • Must be able to collaborate well with team members and perform work independently.
  • Must be timely, self-motivated, detail-oriented, and possess patience, tact, and an ability to function effectively with a broad constituency.
  • Ability to exercise good judgment, work under pressure and deadlines, and carry out multiple tasks required.
  • Must demonstrate a high level of discretion while handling confidential and sensitive information.
  • Occasional pre-scheduled evening and weekend work necessary.


Equal Opportunity Employer / Disability / Veteran

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

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