Associate Division Administrator

New York State Psychiatry Institute; New York (NY); On-site; USD 111,000 - 125,000; Full time

Benefits offered by this job

Excellent Benefits Package

Equal Opportunity Employer

Job summary

The Research Foundation for Mental Hygiene, Inc. (RFMH) seeks a full-time Associate Division Administrator to support divisions within the NYSPI at Columbia University Irving Medical Center.

Reporting to the Division Administrator, you will help manage administrative, fiscal, HR and operations tasks, ensuring compliance with policies and sponsor guidelines. Minimum qualifications include a Bachelor's degree and at least 4 years of administrative experience in a large academic setting with pre-

Qualifications

• Bachelor's degree required in a relevant field.
• At least 4 years of administrative experience in a large academic/research setting with pre-award and post-award budgets.
• Master's degree in business administration or healthcare administration preferred.

Responsibilities

• Coordinate day-to-day administrative functions to ensure smooth divisional operations.
• Implement policies, workflows and SOPs for the division.
• Assist with reports, presentations, data summaries, and documentation for division leadership.
• Update divisional records, directories, and administrative documentation.
• Interface between division, personnel, and other administrative offices within the division.

Skills

Administrative coordination

Budget monitoring

Cross-functional leadership

Report preparation

Education

Bachelor's degree in a relevant field

Master's degree in business administration or healthcare administration

Tools

Financial reporting systems

Job description

Job Title: Associate Division Administrator

Grade: 28

Salary: $111,328 - $125,000

The Research Foundation for Mental Hygiene, Inc. is seeking a qualified candidate to fill a full‑time Associate Division Administrator position. Under the direction of the Division Administrator, this position will provide operational support for assigned divisions within the Department of Psychiatry and the New York State Psychiatric Institute (NYPI) at the Columbia University Irving Medical Center. The Associate Division Administrator will coordinate day‑to‑day operations and ensure compliance with all RFMH, NYSPI, Columbia University, and sponsor policies and procedures.

Duties and Responsibilities:

Administrative

• Coordinate day‑to‑day administrative functions to ensure smooth, efficient divisional operations
• Implement administrative policies, workflows and standard operating procedures set forth by the division
• Assist with the preparation of reports, presentations, data summaries and documentation for division leadership as needed
• Update divisional records, directories and administrative documentation
• Interface between the division, personnel, and other administrative offices within the division

Fiscal Administration & Grants Management

• Assist the Division Administrator in the preparation of annual operating budgets and quarterly updates
• Ensure appropriate sponsored projects management and financial reporting for all active grants; monitor actual results compared to approved budgets; identify shortfalls; recommend steps to correct shortfalls
• Work closely with CU financial team and the Division Administrator on annual CU Salary Roster, Budget, Effort Certification
• Coordinate purchase requisition, open PO, invoice, travel and reimbursement processes for the division in accordance to Institutional policies
• Help oversee all administrative aspects of the residency training program and T32 training grant
• Coordinate timely resolution of suspense, overdrafts, and closing of open commitments
• Preparation of monthly P-Card and Amazon reconciliations
• Work with the Office of Sponsored Project to ensure timely submission of required documents
• Keep track and prepare IACUC/IRB Protocol for submission to the appropriate office

Human Resources

• Submission of hiring paperwork, preparing visa documentation, submitting changes in account allocations, requests for promotion, salary increases, terminations and other personnel changes
• Preparation of job description and requirements for posting
• Assist with the Division Administrator in the supervision of clerical and junior administrators

Operational Management and Facilities Coordination

• Coordinate office moves, upgrades, IT needs and maintenance of facilities within the department
• Assist with inventory, procurement and office supplies and equipment life‑cycle management
• Work with the DA to help coordinate with NYSPI and department operations teams on building space

Minimum Qualifications:

• Bachelor's degree in a relevant field
• At least 4 years of administrative experience in a large complex academic or research setting working directly with pre-award and post-award research budgets

Preferred Qualifications:

• A master's degree in business administration or healthcare administration is preferred
• Proven ability to manage complex operations and financial portfolios.
• Strong physician relations and leadership communication skills.
• Ability to effectively navigate and influence all levels of cross‑functional leadership

Work Location:

1051 Riverside Drive, New York, NY 10032

The Mission of the Research Foundation for Mental Hygiene, Inc. (RFMH) is to promote the mental health of all New Yorkers, with a focus on providing hope and supporting recovery for adults with serious mental illness and children with serious emotional disturbances. Applicants with lived mental health experience are encouraged to apply. RFMH is deeply committed to supporting underserved individuals, organizations, and communities. To this end, RFMH is focused on implementing activities and initiatives to reduce disparities in access, quality, and treatment outcomes for underserved populations. A critical component of these efforts is ensuring that RFMH is a diverse and inclusive workplace where all employees' unique attributes and skills are valued and utilized to support the mission of the Agency. RFMH is an equal opportunity/affirmative action employer.

The Research Foundation is a private not‑for‑profit corporation and is not an agency or instrumentality of the State of New York. Employees of the Research Foundation are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. Excellent Benefits Package. Affirmative Action/Equal Opportunity Employer - Disabled/Veteran, 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a) compliant.