Reporting to the Chair, the Director of Academic Administration and Finance is responsible for the organization and planning of the day-to-day academic and administrative activities of the department including financial management, personnel management, space management and the provision of student and faculty services. The Director of Academic Administration and Finance assumes overall responsibility for the department's administrative budget and supervision of the instructional budget, assumes overall responsibility for oversight of all projects in the department, including department's gift accounts and grants and accounts connected with any special programs. Works closely with the EVP A&S Office and partners with other offices throughout the University.
Academic / Department Administration
- Responsible for the hiring, training and supervising of the department's staff and working closely with the EVP A&S offices (HR Administration and EVP Finance and Budget Office) for the processing of documentation and administration of all faculty, staff, and students appointments; oversees faculty search activities; explains University benefits and policies.
- Oversees all international hires and visiting scholar affiliations, coordinating with the International Students and Scholars Office (ISSO) in visas, visa renewals, housing, and related paperwork as well as assists faculty in immigration processing.
- Collaborates with the Chair and Academic Affairs Office to conduct faculty searches, junior faculty reviews, tenure reviews, and academic research appointments and other academic administration, including faculty leaves. Oversees the adjunct faculty appointment processing ensuring timely submissions to the Academic Affairs Office.
- Works with Chair in reviewing curricular planning; curriculum proposal; faculty teaching schedules and class times and room assignments; engages in planning new program initiatives and directs their implementation.
- Oversees all aspects of graduate admissions and fellowship/assistant awards including contact with prospective students; advises students and oversees registration procedures.
- Oversees confidential student files and tracks student rankings and fellowship preferences and awards.
- Oversees the administrative and human resources functions for the department including assisting the Chair in determining personnel, personnel recognition, recommendations and addressing employee concerns.
- 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 administrative and financial matters.
- Provides leadership in administrative affairs, including coaching supervisors, counseling employees and providing forums for communication and conflict resolution as needed. Partners with EVP A&S Office to provide training and recommend employee development initiatives as needed.
- Collaborates with University offices and departments to oversee logistics for smooth operation of the department, including facility needs, maintenance, repair, and minor construction as needed.
- Responsible for department-based fundraising through the Board of Visitors (BoV) and Friends of the History Department programs as well as other fundraising initiatives.
- Identifies and cultivates funding sources and new funding opportunities with special attention to the Board of Visitors program to raise approximately $100K per year in current-use gifts; moves gift prospects through the complete giving cycle: validation, engagement, cultivation, solicitation, gift negotiation and stewardship.
- Works closely with Chair, the departmentâ€™s Faculty Development Committee, and the Board of Visitorsâ€™ Steering Committee to organize an annual schedule of six departmental development events.
- Recruits department faculty, deans, and special guests for participation in fundraising events, particularly for Board of Visitorsâ€™ gatherings and also cultivation-only events for the Friends of the History Department.
- Identifies and/or solicits BoV and/or Friends members to host events either in their homes or at larger venues, and attends and supervises all events.
- Develops and writes grants applications for other current-use department initiatives and solicits gifts from potential donors.
- Advises Major and Principal Gifts officers on areas of interest of new members to the Board of Visitors as requested.
Finance and Budget
- Provides strategic financial planning and forecasting to the Chair by capturing and analyzing data to use to inform financial decisions of the department. Advises and performs budgetary analysis and modeling to forecast future financial needs/resources
- Proactively works with University partners to drive greater efficiency through recommended process improvements.
- Provides oversight and directs the departmentâ€™s financial planning and accounting practices, maintains financial management reporting and control systems, monitors department expenses, oversees compliance with University/affiliate policies, procedures and regulations.
- Assumes overall responsibility for the department's administrative budget, including department's gift projects, discretionary projects and pre & post award grants and projects connected with any special programs.
- Responsible for conducting monthly projects reconciliation; oversees fellowship/assistant budget; responsible for preventing overdrafts; budget submission process and reports as needed; recommends level of spending, resolves financial problems.
- Provides guidance and direction to finance team and works in collaboration with the EVP A&S Office to complete all year-end transactions for the department. Trains, mentors and acts as a coach for new finance employees to perform transactions.
- Manages department budget exceeding (10M).
Performs special projects as needed.
Minimum of 5 yearsâ€™ relevant experience.
Advanced degree preferred.
Must have, or be able to acquire quickly, a detailed knowledge of University policies, procedures, and systems. Strong communication, interpersonal and organizational skills required. Initiative, discretion, ability to establish priorities, ability to work under pressure and without supervision and good independent judgment required. Computer literacy and experience with electronic funds management required.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 515935
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.