• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35

Position Summary

Reporting to the co-Directors of the Institute  and the Vice Dean for Administration, the Department Administrator is responsible for planning and organizing the Institute's financial affairs and administering its research and educational programs.

In conjunction with the co-Directors, the DA sets institute goals and objectives as well as manages its relationship with the Medical School, CU Medical Center, and other affiliated organizations. He/She will direct the institute's financial planning and accounting practices, maintain financial management reporting and control systems, monitor expenditures, oversee compliance with the policies, procedures and regulations of the University/external agencies and assure an efficient, high-functioning infrastructure to support the Institute's research and educational missions.

Responsibilities

Financial Management:

• Manage the institute's finance and accounting practices, as well as its financial relationships with the Medical School, Columbia University Medical Center, Columbia University and other affiliations.
• Manage revenue/expense reporting and control systems, report generation, forecasting models, and reconciliation procedures for departmental accounts as well as accounts of other entities.
• Develop business plans for new and proposed programs; implement marketing plans.
• Assure that the institute budget is submitted in a timely fashion and in compliance with Medical School guidelines.
• Monitor, report and explain variances to approved budget; address variances and present alternatives for achieving the goals.
• Meet fiduciary responsibility for financial controls and comply with all audit requirements.
• Negotiate with external entities to maximize financial resources.

Research Management: 

• Support and monitor research-related financial activities to assure compliance with University, P&S, and funding agency regulations; prepare reports as required.
• Coordinate with the central Pre-Award and Post-Award Core for the preparation, submission, budgeting financial analysis, and close-out of grants, clinical trials, subcontracts and contracts. With the postaward core, monitor and analyze grant budgets and notify principal investigators of the need to reallocate projected expenses; assure any overdrafts are promptly corrected.
• Provide oversight and administrative direction for all grant management activity and research compliance within the department.
• Oversee compliance with all funding agencies to assure that all required information is maintained and reported on a regular basis while identifying, analyzing and correcting any discrepancies.
• Assist the Program Director and Principal Investigator(s) in the preparation of the administrative and budgetary aspects of applications and reports
• Work with CU Research Administration and central VP&S Grants Management Service as needed to achieve goals.
• Maintain ongoing contact with NIH agencies, and representatives at granting agencies/Foundations to coordinate efforts and expedite processing of information.

Education Management:

• Oversee management of all student and Post-Doctoral fellow related activities
• Manage department-specific educational programs such as Seminars, CME programs, etc.
• Oversee annual faculty research retreat planning and implementation
• Provide guidance and education to faculty and staff concerning financial and administrative operations of an academic department/institute; assure that all faculty and staff participate in required compliance training.

Human Resources Management:

• Oversee central administrative staff and manage financial team
• Collaboratively work with the Department of Neurology (via a contractual arrangement) in departmental human resource functions such as, recruitment/appointment of faculty and staff, orientation, payroll, A & P processes and other related functions; 
• After consultation with the Co-Directors, determine the 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 CU, P&S and the department; 
• 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 CUIMC, and Medical School human resource policies and regulations

Facilities and Information Technology Management:

• Manage facilities and space for the Institute, collaborating with CUMC facilities and space management staff.
• Develop and monitor a capital plan incorporating short and long term capital needs Responsible for the departmental space and equipment inventories
• Coordinate with CUMC facilities management on renovation and construction projects.
• Develop and implement information technology plan and policies.

Compliance Management:

• Assure compliance with CU, CUMC, Medical School, NYP, union, and governmental policies, procedures, and regulations related to financial affairs, physician billing at all practice sites, grants and contracts, practice enhancement, and philanthropy matters.
• Cooperate with all audit requirements and implement all audit recommendations in a timely manner

Development/Strategic Planning:

• Assist the co-Directors and Development office with fundraising activity as necessary.

• Assist and participate in the formulation of strategic plans for the institute; create administrative plans that support the overall goals of the institute; coordinate strategic planning processes. 
• Advise co-Directors/Vice Dean for Administration on implementation and monitoring of strategic plans including staffing requirements, faculty recruitment, space assignments, and financial plans necessary to meet goals of plans. 
• Periodically review administrative structure of the institute to assure the structure meets the strategic and operational goals of the institute; create and implement revised structures as necessary and appropriate.

Minimum Qualifications

• Master's degree in a biological science or business administration or similar degree and a minimum of seven years of progressive responsibility at a managerial level, preferably in an academic health center.
• 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 (including practice management).
• Understanding of the evolving academic science marketplace.
• Ability to identify opportunities to enhance income from development and revenue sources as well as identifying how best to promote, schedule and charge for various initiatives.
• 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 physicians and administrative leaders.
• Ability to establish realistic and achievable priorities and the ability to lead staff to achieve Institute goals and objectives.

Equal Opportunity Employer / Disability / Veteran

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