CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,000 - $85,000

Position Summary

Reporting to the Executive Director, Administration & Planning, the incumbent oversees a team responsible for the operational and financial functions for Undergraduate Student Life (USL), including the areas of the Dean of USL, Multicultural Affairs, Residential Life, Student Engagement, as well as the financial functions for recognized student organizations and their governing boards and councils, and select programs advised and/or administered by CC/SEAS Undergraduate Student Life. The Senior Associate Director will assist the Executive Director with ad-hoc projects critical to the functions of USL, including vendor services assessment and management, and communications. The Senior Associate Director will create and manage financial policies and procedures for student organizations and programs that are consistent with the policies and practices across Columbia College and the University.  The incumbent will lead a team with a strong customer service focus to provide the student organization and programmatic support aligned with principles and strategic priorities for the Undergraduate Student Life team.

Responsibilities

• Working closely with the Executive Director, Administration & Planning, Columbia College Finance, and Columbia University Procurement, provide financial oversight and administrative support to Undergraduate Student Life staff and over 400 student clubs and organizations.  Ensure that financial activity for student organizations and administrative programs are carried out with the highest standards. Ensure that annual and monthly closing deadlines are met and potential issues are communicated in a timely manner. 
• Develop an understanding of the cyclical nature of the student programmatic calendar year and anticipate flow of student leadership transitions. Proactively lead student group funding and allocation conversations with staff and student council leaders, and engage in strategic and operational planning to provide the necessary student organizational and programmatic support. Implement the budget allocation and reclamation process annually with accuracy and efficiency. 
• Manage JIRA project management system and assign tickets to the appropriate Administration and Planning team member for resolution or escalate, if needed. Accurate and prompt processing and/or approval of student group expenses for a high volume of invoices, reimbursements, check requests, travel advances, deposits, journal entries, wire transfers and other financial transactions. Reconcile and/or approve purchasing card (PCard) of assigned groups against the University's accounting systems. Problem-solve issues and clarify processes to staff and students as needed. Serve as a resource to staff and student groups on budget planning, monitoring protocols, and making financially sound decisions for student events and activities, ensuring that all procedures are consistent with Undergraduate Student Life, Columbia College, central University and student governing board financial policies. 
• Develop and implement training and communications that facilitates progressive learning for all Undergraduate Student Life staff and student leaders in key areas of student financial management and processes.  The Senior Associate Director is an integral player in developing and updating student policies, and ensuring proper documentation of all financial processes and procedures for USL and recognized student organizations. Provide guidance to direct reports on facilitating financial policy training to staff and students.
• Evaluate current student financial processes, design and develop new methods of service, and ensure delivery of service that increases student and staff productivity and satisfaction.  Investigate requests from student leaders and Undergraduate Student Life staff for new services to determine feasibility and determine method of implementation. Manage relevant systems that support student organization financially  including identifying system enhancements. Ensure that all related systems contain the necessary and accurate information for USL staff and student organizations to manage their finances and transact their purchasing needs.
• Assist the Executive Director and the department with ad-hoc projects that support core functions of USL including, but not limited to, overseeing the vendor onboarding process in PaymentWorks, research and find vendors based on student group needs, build and maintain good relationships with already approved old and new vendors. Communicating with the vendors and performing a quality check, ensuring invoices are received and paid in the academic year the expense was incurred, event management.
• Cultivate and maintain relationships with Columbia College Finance, local vendors and University offices, Procurement, and other departments as needed.
• Other related duties as assigned.

Minimum Qualifications

• Bachelor’s degree required. 

• Minimum of 3 years of related experience required.

• Strong supervisory skills essential. 

• Excellent computer skills, including proficiency with Excel spreadsheets.

• Strong knowledge of Google for Business G Suite and knowledge of PeopleSoft or similar financial management application required.

• Organizational, communication and interpersonal skills necessary.

• Ability to prioritize and work within deadlines, and manage multiple tasks.

• Possess strong desire to work with and develop student leadership skills required. 

*Some evening and occasional weekend hours required.*

**Applications submitted without a resume and cover letter will not be reviewed.**

Preferred Qualifications

• Familiarity with Columbia University financial policies and systems is strongly preferred.

• Advanced degree desirable.

• Experience in the area of financial administration and budgeting operations preferred.

• Related experience in higher education setting desirable. 

Equal Opportunity Employer / Disability / Veteran

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