Department Administrator

Columbia University in the City of New York; New York (NY); Vor Ort; USD 133.000 - 165.000; Vollzeit

Zusammenfassung

Columbia University in the City of New York is seeking an experienced Department Administrator to set department goals, manage financial planning, and oversee grants and compliance for the SNF Center for Precision Psychiatry & Mental Health.

In partnership with Co-Directors, you will direct budgets, supervise administrative staff, and coordinate with CUIMC and external sponsors to maintain efficient operations and support strategic research initiatives.

Qualifikationen

• Master's degree in business administration or equivalent business/management experience.
• Seven years of progressive managerial responsibility, preferably in an academic health center.
• Excellent verbal and written communication; ability to manage major projects.
• Experience with budgets, grants, and compliance with policies and regulations.

Aufgaben

• Oversee revenue/expense reporting, forecasting, and budget reconciliation for the Center and affiliated entities.
• Lead financial planning, reporting, and control systems; ensure timely, compliant budgets and variances.
• Supervise central administrative staff; manage HR functions and organizational structure.
• Coordinate with research offices to support grants, pre/post-award processes, and regulatory compliance.
• Ensure compliance with CU/CUIMC policies, audit requirements, and funding agency guidelines.
• Collaborate with Center Directors and external partners to maximize resources and achieve goals.

Kenntnisse

Leadership

Budgeting

Financial management

Grant administration

Strategic planning

Communication skills

Staff supervision

Project management

Ausbildung

MBA or equivalent

Jobbeschreibung

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $133,000-$165,000

Position Summary

In conjunction with the Co-Directors of the Institute, the Department Administrator sets department goals and objectives as well as manages relationships with the medical school, CU Medical Center, New York Presbyterian Hospital, New York Psychiatric Institute, RFMH and other affiliated organizations. He/She will direct the department’s financial planning and accounting practices, maintain financial management reporting and control systems, monitor departmental expenditures, oversee compliance with policies, procedures and regulations of the University, affiliated organizations, external agencies and assure an efficient, high functioning infrastructure to support the Center’s mission.

The Department Administrator will closely collaborate with the Center Directors in designing, implementing, and managing the Center’s research platforms and projects. He/She/They will collaborate with the leadership team to develop and meet milestones and facilitate the long-term goals of the SNF Center for Precision Psychiatry & Mental Health, in addition to leading and managing the administrative support for the program, including financial and grants management, reporting grants/sponsored funding, and management of administrative staff.

The Department Administrator will operate with a high degree of autonomy. Critical thinking, initiative, and sound judgment based on experience are required to manage projects, oversee staff, resolve problems, and make recommendations.

Responsibilities include

Financial Management

• Manage revenue/expense reporting and control systems, report generation, forecasting models, and reconciliation procedures for the Center’s accounts, as well as accounts of other entities.
• Participate in the development of financial plans for new and proposed programs and projects.
• Assure that the Center’s budget is submitted in a timely manner and in compliance with Medical School guidelines.
• Monitor, report, and explain variances to the approved budget; address variances and present alternatives for achieving the goals.
• Meet fiduciary responsibility for financial controls and comply with all audit requirements.
• Monitor faculty funding, providing feedback to them and to the Center Directors on potential funding gaps.

Research Management

• Coordinate and work with central offices, including the offices of CU Research Administration (Sponsored Projects Administration, Sponsored Projects Finance, Human Research Protection Office, Institute for Comparative Medicine, Clinical Trials Office), VP&S Office for Research (Grants Management Services and Core Facilities), and VP&S Finance, to support and achieve the Center's goals.
• Support and monitor research-related financial activities to assure compliance with University, VP&S, and funding sponsor requirements; prepare reports as required.
• Provide oversight and administrative direction for all grant management activity and clinical research compliance within the program.
• Prepare budgets for grant and contract applications.
• Manage the pre-award, post-award and close-out process of all sponsored projects; functions as a Center’s resource for principal investigators when preparing grants.
• Assist researchers in preparing the administrative and budgetary aspects of applications and reports.
• Oversee compliance with all funding agencies and the IRB to ensure that all required information is maintained and reported regularly while identifying, analyzing, and correcting any discrepancies.
• Assist the Center Directors and Principal Investigator(s) in the preparation of the administrative and budgetary aspects of applications and reports.
• Monitor and analyze grant budgets and notify investigators of the need to reallocate projected expenses; ensure any overdrafts are promptly corrected.
• Maintain ongoing contact with funding agencies and representatives at granting agencies/foundations to coordinate efforts and expedite the processing of information.

Human Resources Management

• Supervise central administrative staff and manage the Center’s human resource functions such as, recruitment/appointment of faculty and staff, orientation, payroll, A & P processes and other related functions.
• In coordination with the Co-Directors, determine appropriate organizational structure and mix of staff to maximize departmental operations and minimize expenses.
• Utilize compensation strategies which comply with and further the overall mission of the University, the School and the Center.
• Assure that annual staff performance evaluations are conducted in a timely fashion and that job descriptions are accurate and up-to-date.
• Participate in the faculty recruitment process providing input relating to the negotiation of recruitment packages, space etc.
• Assure adherence to CU, CUMC, and Medical School human resource policies and regulations.

Compliance Management

• Assure compliance with CU, CUIMC, Medical School, union, and governmental policies, procedures, and regulations related to financial affairs, grants and contracts, and philanthropy matters.
• Cooperate with all audit requirements and implement all audit recommendations in a timely manner.

Other

• Work collaboratively with CU/CUIMC partners to maximize existing resources to support the Center’s mission and goals.
• Other duties as required.

Minimum Qualifications

Master's degree in business administration or equivalent business / management experience, and a minimum of seven years of progressive responsibility at a managerial level, preferably in an academic health center.

Additional Position-Specific Minimum Qualifications

• Excellent skills in verbal, writing, and oral communication;
• An ability to organize and direct major projects and administrative operations;
• Significant experience of involvement with successful academic grant efforts;
• A proven track record of leadership and team management experience;
• An ability to take initiative, provide creative ideas and solutions as well as work in a timely fashion to complete projects;
• Stellar interpersonal skills and ability to interact and deal effectively with all levels of administration (faculty, staff, deans, etc.);
• Strategic and innovative thinking to develop and implement novel solutions to keep pace with the research community;
• Knowledge across a range of scientific fields is a plus.
• Effective leadership and organizational skills.
• Proven ability to manage and lead staff in a changing environment.
• Knowledge and experience with complex information and computer systems.
• Understand managerial accounting and finance principles.
• Understanding of the evolving academic science marketplace.
• Demonstrated ability to work effectively with a diverse population of faculty, staff and students; experienced in the supervision of administrative and support staff personnel.
• Ability to provide initiative, judgment and creativity in the resolution of complex problems;
• Effective communication/presentation skills, and a proven track record of forming collaborative and effective working relationships with research and administrative leaders.
• Ability to establish realistic and achievable priorities and the ability to lead staff to achieve the Center’s goals and objectives.

Preferred Qualifications

• Educational background and experience with biomedical research, preferably in an academic health center.
• This position may require flexible hours and a willingness to work on weekends.

Equal Opportunity Employer / Disability / Veteran

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