CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $105,00 - $112,000

Position Summary

The incumbent reports to the Dean of Undergraduate Admissions and Financial Aid and provides assistance with financial planning and administration, human resources, strategic initiatives, project planning, unit priorities, and the overall operations of the functional team. The Director will be a member of the Enrollment Group management team and will collaborate with the team to provide administrative and financial leadership for the Enrollment Group (Admissions, Financial Aid, and Visitors Center).

The Director will also hold a joint reporting relationship to the Columbia College Office of the Dean via the Associate Dean, Planning and Information Systems and work closely with the College’s shared services teams to provide quality core administrative functions so that the Enrollment Group can focus on its mission. This work will be carried out with the premise of shared accountability for the effective and efficient use of the College’s resources.  

Responsibilities

• Responsible for the oversight of all Enrollment Group budget administration (Admissions, Financial Aid and the Visitors Center), including working with the Dean, management team, and Columbia College Finance Team on the annual budgeting, closing, and the periodic re-forecasting processes. This includes activities such as:
  • Contribute to the management and execution of the Enrollment Group operating budget by providing a wide range of fiscal and technical support in a manner consistent with ensuring the highest level of service.
  • Develop expert knowledge in the business and operations of Enrollment Group and serve as the main point of contact to Columbia College Finance. Advise on appropriate payment mechanisms for unit activity and providing guidance on the necessary steps to transact business.
  • Work closely with the Dean, Columbia College Finance, and managers to construct the Enrollment Group annual budget to be incorporated into the College budget submission.
  • Develop and maintain expertise about financial processes and policies. Work with Columbia College Finance to ensure consistency of policies and best practices across the College. Participate in College and University initiatives to improve financial accountability at all levels of fiscal responsibility.
  • Communicate information about financial processes and policy to Enrollment Group staff and clarification about policy interpretation that is consistent with the College and University protocols.
  • Work closely with the Dean and Columbia College Finance on financial issues and budgetary coordination with Columbia Engineering.

• Oversee the administration of financial activities within Enrollment Group which includes but is not limited to:
  • Approve requisitions, journal vouchers, travel and business expense reports, and other financial accounting transactions for the unit; work with Columbia College Finance and other departments to problem solve issues and clarify processes as needed.
  • Develop and maintain tracking mechanisms of actual spending and encumbered amounts and commitments for the administrative budget.
  • Reconcile monthly financial statements and analyze budget variance reports; meet on a regular basis with the Dean, Columbia College Finance, and managers to review year-to-date activity and identify trends that will inform budget planning for future periods. Prepare reports regarding unit financial activity as needed.
  • Secure training as needed to help initiators with financial processing.

• Responsible for the oversight of all Enrollment Group human resource administration, including working with the Dean, management team, and Columbia College Human Resources (CC HR) on the creation and implementation of initiatives designed to recruit, select, orient, manage, develop and retain high quality staff. This includes activities such as:
  • In coordination with CCHR, work with the Dean and management team to develop strategy for organizational structure, draft and post job descriptions, and assist with recruitment, selection and hiring practices.
  • Assist with departmental on-boarding procedures, providing local orientation, educational, and training opportunities for staff.
  • Provide CC HR with documentation on internal policies and practices for officers, support staff and student staff members, insuring their consistency throughout Enrollment Group and compliance with University and College guidelines.
  • Work closely with the management team and consult with CC HR to determine, implement, and fund on-going and supplemental professional development planning for staff.
  • Oversee casual payroll process. Maintain relevant employee records including time sheets, job descriptions, and performance appraisals.
  • Supervise the Dean’s Executive Assistant as well as Undergraduate Admissions’ administrative and front desk support staff. Provide oversight, best practices and management of client service for a high volume front desk reception area, including development of a hiring, training and supervision program for student staff.
  • Oversee operational activity within Undergraduate Admissions. Work with the Dean and the management team to develop, recommend, and implement operating policies and procedures for efficient functioning of the unit and ensure compliance with university and College operating policies and procedures. Manage Undergraduate Admissions’ physical facilities, including upkeep and maintenance of the offices furnishings, security, telephones, and equipment in Hamilton Hall, Lerner and the Visitor’s Center. Serve as the primary contact with University Facilities. Collaborate with Columbia College Operations as needed to problem-solve issues and to inform about trends and issues/concerns.

• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree required.
• Minimum four to six years of progressive professional experience, budget oversight and administrative operations required in higher education, administrative management, business operations or related field. 
• Excellent written and verbal communication and conflict resolution skills are essential as well as ability to work in a fast paced, complex environment. 
• Highly collaborative, with outstanding diplomatic, analytical and organizational skills. 

As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations. 

**Applications received without a resume and cover letter will not be considered.**

Preferred Qualifications

• Advanced degree in Student Personnel Administration, Higher Education Administration, Public Administration or related discipline desirable.
• Experience working in a diverse urban experience preferred.

Equal Opportunity Employer / Disability / Veteran

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