Job Summary/Basic Function:

The Department of International & Transcultural Studies at Teachers College, Columbia University, is seeking a Director of Academic Administration who will serve as the administrative lead for the department, providing comprehensive oversight and coordination of all financial, human resources, operational, and administrative functions.

Reporting to the Department Chair, the Director of Academic Administration will serve as the primary liaison between the academic department and the College, ensuring smooth daily operations, strategic alignment, and effective administrative management, as well as overseeing curriculum scheduling, accreditation data, and departmental communications. The incumbent will manage all aspects of budgeting, financial oversight, and resource allocation, including grants and faculty funds. The Director of Academic Administration will oversee hiring, HR processes, and staff supervision, while fostering a collaborative and efficient work environment.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Financial & Budget Management

• Facilitate and coordinate all aspects of budget preparation, administration, and reporting for the academic department, including collaborating with the Department Chair to create the department’s budget.
• Analyze financial data, prepare materials for budget planning and management, and negotiate resource needs with various programs within the department
• Prepare recommendations to the Office of the Provost on non-budgeted actions
• Develop and implement systems to enhance fiscal control, streamline processing, and ensure compliance with College policies
• Monitor and administer departmental budgets, including both salaried and non-salaried expenditures as well as departmental purchases, by reviewing and approving all budgeted actions
• Maintain and oversee department budget record-keeping systems
• Analyze and prepare recommendations for non-budgeted actions, ensuring financial prudence
• Coordinate the maintenance of equipment and facilities.
• Monitor faculty professional development funds and assist with information on both professional development and grant funds.
• Submit stipend awards from department-endowed funds
• Manage non-operational budget resources from internal and external grants, gifts and contracts.
• Approve both reimbursement and purchase requests
• Coordinate contracts, invoices & payments for independent contractors and vendors
• Responsible for processes related to faculty within the department, including faculty overages, all of the HR hiring processes, course buyouts, and other matters that arise.
• Manage the department's financial aid budget, including financial support packages for doctoral students and associated personnel appointments

Department Recruiting, Hiring & Payment Processes

• Manage the hiring process for all full-time, part-time, and student staff.
• Oversee all personnel actions, including appointments of full-time faculty, part-time faculty, and student and non-student employees paid via the department’s operational budget and non-operational resources administered by the department.
• Direct a wide range of personnel actions, but not limited to, hiring, performance appraisals, promotions, training, employee development, disciplinary actions, conflict mediation, transfers, and vacation schedules
• Supervise and support the departmental administrative team, fostering a positive and productive work environment
• Provide comprehensive administrative support for faculty searches, including the completion of all necessary forms and appointment requests
• Approve all staff timesheets, monitor allocated time, and maintain accurate records
• Support incoming faculty and non-administrative staff to get oriented to the TC and department processes, and act as liaison between the department and the stakeholders.

Operational & Administrative Oversight

• Review, analyze, and optimize departmental, organizational, and operational responsibilities and needs to enhance efficiency and effectiveness
• Develop, implement, and enforce administrative policies for professional and support staff, ensuring smooth workflow and compliance
• Provide administrative direction and support for all instructional, research, and service programs within the department.
• Coordinate the collection and dissemination of critical information for surveys and accreditation, including fiscal data, operational expenses, salaries, student profiles/assessments, enrollments, student costs, and curriculum details
• Direct the gathering of information from program directors and faculty for curriculum and course changes, and coordinate departmental class schedules
• Manage and optimize systems within the department to support administrative and academic functions.
• Supervise the execution of all departmental record-keeping systems, ensuring accuracy and accessibility
• Monitor office space for the department
• Attend department faculty meetings and take minutes
• Answer faculty and student questions and/or help them find the answers they need.
• Troubleshoot administrative issues as they arise.
• Direct the updating of Department/Program websites
• Assist with maintaining faculty profile websites

Strategic Planning & Program Support

• Assist the Department Chair in formulating and analyzing policies, evaluating their short-term and long-range financial and organizational implications at both the local and College-wide levels.
• Contribute to the development and implementation of new departmental projects and/or programs.
• Work with the Offices of Enrollment Services to identify action items and help coordinate and implement them with the programs within department
• In conjunction with the Department Chair and program coordinators, organize and oversee advisement activities, including academic advisement, scholarship nominations, awards, and student examination/certification processes.
• Coordinate and provide administrative support for special functions such as committee meetings, departmental events, student orientations, and open house events.
• Support student outreach and communication efforts, and manage the design and production of department and program publications, including yearly catalogs, directories, and web updates.
• Attend DAA meetings and represent the department as needed across the College
• Other duties as assigned 

Minimum Qualifications:

• Bachelor's degree or equivalent of training and experience
• 4-7 years of progressive experience in academic administration, higher education management, non-profit, or a related field
• Demonstrated experience in office and employee management, including direct supervision, staff development, and performance management.
• Proven experience with financial management and budget administration, including budget preparation, forecasting, monitoring, and reconciliation
• Proficiency in computer skills, including Microsoft Office or Google, and the ability to learn new technologies
• Strong interpersonal and communication skills, both oral and written, with the ability to articulate complex information clearly and concisely to diverse audiences.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
• A proactive attitude with a strong orientation toward immediate response and problem-solving
• Ability to exercise discretion, diplomacy, and maintain strict confidentiality regarding sensitive information
• Demonstrated ability to develop and implement new administrative policies or procedures that enhance efficiency
• Strong analytical skills to interpret data and make informed recommendations
• Ability to build and maintain positive working relationships with faculty, staff, students, and stakeholders
• Ability to resolve issues professionally and promptly.

Preferred Qualifications:

• Master's degree in Higher Education Administration, Business Administration, Public Administration, or a related field.
• Direct experience with human resources, academic, and student affairs processes and structures within a higher education or not-for-profit organization
• Experience with enterprise resource planning (ERP) systems common in higher education (e.g., Banner, Workday, PeopleSoft).
• Experience with accreditation processes and data reporting in an academic environment.
  
  

Salary Range:

$96,000-$103,000

Work Modality:

Hybrid

Competitive Compensation and Benefits 

The salary range reflects the College’s good faith and reasonable estimate of the compensation for the position at the time of the job posting.  Salary decisions are dependent on several factors including but not limited to market and organizational considerations, experience, and qualifications of a selected candidate as well as internal and external equity.

Our benefits contribute significantly to the total compensation package that includes medical, dental, vision, and supplemental insurance plans; flexible and hybrid work schedules; tuition remission; life insurance; short and long-term disability insurance; an exceptional employer retirement matching program; health savings accounts (HSA), flexible spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a robust Employee Assistance Program (EAP).

Hybrid/Remote

Teachers College maintains a hybrid work environment, which provides employees with flexible work arrangements while ensuring we preserve the important aspects of our unique in-person college-campus culture. Depending on role and business needs, colleagues will either work onsite or in a hybrid model (a combination of in-office and virtual days). Employees are expected to live within a 150-mile radius of the College.