Manager of Finance and Operations

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $95,000 - $105,000

Position Summary

Reporting to the Managing Director of Learning the Earth with Artificial Intelligence & Physics (LEAP), a National Science Foundation grant-funded Science and Technology Center, the Manager of Finance and Operations is responsible for managing the day-to-day financial transactions and the Center’s accounting operations in The Fu Foundation School of Engineering and Applied Science (SEAS). The Manager administers the $5M annual Center budget, implements and enforces internal controls, provides reporting and analyses on financial activities, budget projections, and burnout rate, and collaborates closely with internal financial offices of SEAS and Columbia University. The Manager will also identify and track additional grant funding opportunities, help lead grant proposal development and submission in coordination with LEAP PIs, and submit and monitor the status of submitted grant applications. The Manager will also work closely with the Managing Director to administer the annual Request for Proposals (RFP) and oversee related budget transfers and salary distribution requests. As a member of a collaborative staff for the Center, this person contributes to event planning and implementation. They are also the primary contact with SEAS and Columbia Facilities on facilities issues.

Responsibilities

Type responsibilities

Budget Administration, Financial Controls, and Reporting (40%): 

• Budget Administration and Reconciliation. Under the direction of the Managing Director, actively administers the Center’s administrative operating budget, including subaward budgets. Performs monthly reconciliation of Center accounts, actively monitors Center expenditures to prevent overdrafts, and provides projections to the Center. Investigates and resolves variances and recommends budget modifications to adjust levels of spending.  Evaluates expenditures and seeks approval from LEAP Director. Works with Central University offices on setting up activities, scopes on the grant, and any budget modifications. 
• Internal Controls.  Assists in developing, and is responsible for implementing and enforcing, the Center’s financial transaction- and accounting-related standard operating procedures (SOPs).  Monitors the Center’s financial activity to ensure compliance with departmental, SEAS, and University policies and procedures. Coordinates with SEAS Finance, CU Internal Audit, SPA/SPF, and other internal stakeholders, including sub-awardees, to comply with any audit requirements.  
• Closing and Reporting. Provides data analysis and reporting and works in close collaboration with the SEAS Finance team to complete all year-end transactions for the Center. Prepares monthly budget projections and burn rate, and provides budget reports for the Center’s annual report, as well as post-award reporting to the NSF. 
• Internal Collaboration. Serves as a liaison with A/P, Procurement, the Dean’s Office, Sponsored Projects Finance, finance and HR counterparts throughout Columbia, and other internal CU stakeholders on financial and operational matters.
• External Collaboration. Serves as a liaison with external partners and their financial professionals on financial and operational matters, which are funded through subawards. Monitors and processes subaward to the Center partners.
• Annual Requests for Proposals (RFP). Assist the Managing Director in administering and renewing the annual RFP, which will serve as the internal funding mechanism for the Center’s research activities. 

Daily Financial Operations, Payroll Accounting, and HR Support (20%):

• Initiation of Financial Transactions.  Initiates all Center finance transactions including but not limited to Travel and Business Expense Reimbursements (TBERs), purchase orders (PO), and processing invoices. Reviews and reconciles all Pcard and Ccard transactions associated with the Center, as applicable.  
• Processes any receipt of funds associated with Center activities and ensures funds are recorded on the appropriate projects.
• Creates projects and chartfields as needed.
• Initiation of Payroll Transactions.  Initiates or reviews cost transfers and prepares salary distribution requests (SDRs) to ensure proper allocation of expenditures within the Center, and departmental and Dean’s Office accounts. Manages the Center’s casual and work-study payroll.  
• Journal Entries. Initiates / reviews journal entries and internal costs, and oversees the allocation of expenses and recoveries
• Support the hiring and appointment functions of the Center.  This includes understanding the various appointment and hiring processes, advising Center faculty on these processes, and working with them to procure relevant paperwork for hires. Initiates various hiring and appointment transactions in PAC.

Awards Proposal and Grants Management (20%):

• Researches, identifies, and tracks additional grant funding and business development opportunities to further sustain and broaden LEAP’s reach.
• Drafts grant proposals/LOIs, grant application narratives, and supporting budgets
  in coordination with LEAP PIs and the Managing Director.
• Helps lead grant proposal submission, including but not limited to preparing and organizing materials, in coordination with LEAP PIs and the Managing Director.
• Submits grant applications and monitors the status of submissions.
• Maintains a master calendar of grants and prospects, all associated files and correspondence, and a library of grant support documents (e.g., resumes, CVs, bios, forms, etc.).

Event and Facilities Support (15%):

• Event planning support. Collaborate with Center staff colleagues to assist with knowledge transfer, Broadening Participation and educational events organization and event support, including weekly Lectures, Annual Meetings.
• Manages Capital Improvements.  As needed, coordinates with the SEAS Facilities staff and CU Facilities to plan, implement, and monitor Center renovations and other facilities projects. 
• Service Tickets.  Initiates service tickets and works with SEAS Facilities and CU Facilities to follow-up on facilities-related needs within the Center. 
• Travels. Manages travel arrangements, reimbursement and funds advance.

Interfacing and Development (5%): 

• Hands-on Leadership. Demonstrates day-to-day leadership and guidance to staff by proactively managing and providing clear, timely and University-compliant solutions on a wide range of financial and other administrative matters. Must be skilled in presenting clear explanations of budget expenditures and projections to LEAP staff, partners and other stakeholders.
• Broadening Participation. Receives training on Broadening Participation in the workplace. 
• Interfacing. Interfaces with other parts of the center (research, education, broadening participation) requiring operational support and/or budget allocation. Must be comfortable reaching out to Columbia colleagues to proactively and accurately implement financial, HR and other operational processes.
• Development and Documentation of SOPs.  Works with staff to document workplace procedures and processes and to optimize efficiency through standardization. 
• Innovation, Transparency and Continuous Improvement. Identifies and recommends process improvements and promotes a culture of innovation, advancement, and continuous improvement. Provides appropriate summaries of budget spending for budget transparency with the Center and with the funding agencies and partners.

Minimum Qualifications

• Bachelor’s Degree, with a preference for training in Finance, Accounting, or other relevant fields. Master’s Degree preferred. 

• Minimum of 4+ years of hands-on experience in financial administration and supervisory/management experience.

• 2+ years of experience in fundraising, grant writing or grants management.

• Detail-oriented and possess quantitative skills with a high degree of proficiency in spreadsheets using Excel and Google Sheets.

• Experience in higher education or other large, complex institutions is preferred. Familiarity with Columbia financial systems, particularly the Accounting at Columbia (ARC) system, is desired. 

• Experience with running a financial report for project reconciliation and budgeting; experience in the University Budget Tools, handling labor accounting in People @ Columbia (PAC), working in the Financial Front End (FFE) and RASCAL systems desired. 

• Must have, or be able to acquire quickly, detailed knowledge of university policies, procedures, and systems. 

• Excellent interpersonal, communication, organizational, and leadership skills.

• Demonstrated ability to establish priorities, work under pressure, and exercise independent judgment and discretion is necessary; ability to react quickly and effectively to other inquiries from a variety of management levels with comprehensive and accurate information in a wide variety of contexts and changing priorities is needed. 

• Demonstrated commitment to valuing a range of professional and academic backgrounds, and evidence of contributing to a respectful working and learning environment

• Must have strong proficiency with MS Office and Google Workspace (Drive, Sheets, Docs, Forms, Slides, Calendar, etc.).

• Exceptional problem-solving, interpersonal, organizational, and written- and verbal-communication and computer skills required.

• Must be detail oriented. Must have strong proficiency with MS Office, including Word and Excel.

• Ability to exercise independent judgement.

• Positive, forward-thinking, mission-oriented attitude and sense of humor is a must

• As part of the applicant process, finalist will be required to complete an Excel skills assessment.

Equal Opportunity Employer / Disability / Veteran

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