Operations Manager

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: Morningside
• Salary Range: $74,000 - $80,000

Position Summary

Reporting to the Assistant Director of Human Resources & Operations, the Operations Manager is responsible for managing and coordinating the day-to-day operational functions of the Department of Mechanical Engineering within The Fu Foundation School of Engineering and Applied Science (SEAS). The Operations Manager supports the effective execution of departmental operations across human resources administration, facilities and space management, student employment, and financial activities in alignment with established policies and procedures.

The Operations Manager assists in the development and is responsible for implementing and enforcing HR- and operations-related standard operating procedures, ensuring consistent, accurate, and compliant execution of departmental processes. In coordination with SEAS Facilities and Columbia University Facilities, the Operations Manager supports the planning, implementation, and monitoring of laboratory renovations, space refreshes, and other facilities projects.

The role manages operational aspects of student and contingent workforce appointments, including coordinating hiring and onboarding processes for student employees ( biweekly and semi-monthly) , postdoctoral research scientists, and visiting student interns, and supporting associated compliance and documentation requirements. The Operations Manager also oversees administrative and compliance functions related to departmental assets and resources, including managing departmental vehicle usage and documentation, conducting physical audits of capital equipment, maintaining laboratory seating charts, and supporting space and asset tracking.

In addition, the Operations Manager administers financial transactions related to student extracurricular activities, including processing procurement card transactions, reconciling charges, monitoring student funding accounts, and coordinating with University Student Life and departmental leadership to ensure accurate financial management and policy compliance. The role further supports academic operations by assisting the MECE Graduate Committee Chair with semesterly course assignment planning and related administrative coordination.

Responsibilities

• (50%) Human Resources:

  Manage the  student casual hiring and student appointment processes on a semesterly basis, ensuring timely, accurate, and compliant execution of hiring, renewal, and separation actions in accordance with departmental, SEAS, and University policies.

  Coordinate student employment onboarding and work authorization processes, including oversight of Social Security number applications, I-9 verification, and completion of required HR documentation, serving as a key operational resource for students and departmental staff.

  Design, and continuously improve student hiring workflows and tracking mechanisms, collaborating with the Assistant Director of HR & Operations and departmental stakeholders to enhance efficiency, accuracy, and transparency in appointment processing.

  Maintain and manage departmental laboratory and student appointment rosters, ensuring data accuracy and alignment with access, safety, and compliance requirements, and coordinating updates with faculty and administrative partners as needed.

  Monitor student appointment end dates and employment eligibility, proactively managing renewals and non-renewals and coordinating required actions with faculty, administrators, and the Assistant Director of HR & Operations to prevent lapses or compliance issues.

  Track visa and work authorization end dates for student employees, identifying upcoming expirations, flagging potential risks, and escalating complex or time-sensitive cases to the Assistant Director of HR & Operations.

  Prepare, analyze, and report HR-related data and metrics related to student employment, appointments, and compliance, providing regular and ad hoc reports to support operational planning, oversight, and decision-making.

  Ensure accurate maintenance of student employment records and documentation, supporting audit readiness and compliance with University record retention, privacy, and data integrity standards.

• (15%) Operations & Administration:

  Manage and administer the departmental vehicle and truck usage program, including coordinating vehicle checkout procedures, maintaining registration and insurance documentation, monitoring authorized drivers, and ensuring compliance with University transportation and risk management policies.

  Conduct and oversee regular audits of capital equipment and assets, verifying physical locations, asset status, and inventory records; investigate and resolve discrepancies in coordination with Capital Assets and departmental stakeholders to ensure accuracy and audit readiness.

  Support academic administration by coordinating with the Graduate Committee Chair on student course assignments, assisting with data collection, scheduling logistics, and administrative processing to ensure accurate and timely course placement.

  Coordinate and process Motor Vehicle Record (MVR) checks for faculty, staff, and student drivers, ensuring eligibility, compliance with University driving requirements, and proper documentation prior to vehicle authorization.

  Develop, maintain, and manage laboratory seating charts and space assignments, ensuring alignment with space utilization plans, safety requirements, and operational needs, and coordinating updates with faculty, lab managers, and administrative leadership.

• (25%) Finance:

  Administer and manage financial transactions related to student extracurricular activities, including placing purchases using the departmental procurement card (p-card) in accordance with University purchasing, documentation, and allowable expense guidelines.

  Reconcile departmental p-card activity on a monthly basis, reviewing transactions for accuracy, appropriate documentation, and policy compliance, and resolving discrepancies in coordination with Finance and the Director of Finance and Administration as needed.

  Process reimbursements and payments associated with student extracurricular activities, ensuring timely submission, proper approvals, and compliance with University financial policies and procedures.

  Serve as the primary departmental liaison to University Student Life (USL) on matters related to student extracurricular activities and funding, coordinating requests, documentation, approvals, and communications to support student programming.

  Monitor departmental student funding accounts and related expense activity, tracking charges, identifying discrepancies or potential issues, and escalating concerns to departmental leadership to support accurate financial management and compliance.

   

• (10%):

  Performs other tasks, duties, and responsibilities as required

Minimum Qualifications:

Bachelor’s degree and/or its equivalent required, with a preference in Finance, Management, or relevant fields. 

Minimum of 2 - 4 years hands on experience in administration and management.

Experience in higher education or other large complex institutions.

Proficiency with Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook required.

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

Must be detail oriented. 

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.