Reporting to the Director of Finance and Administration of the Biomedical Engineering Department, the incumbent manages and administers the Department's financial and budgetary operations, human resources and payroll administration. The responsibilities include overseeing financial and business operations of the department, review and approval of daily financial transactions, ensuring compliance with the University, School and sponsor policies and procedures; planning and processing of HR appointments; planning and processing payroll; perform other related duties as needed. The incumbent will use Columbia's financial, accounting, personnel systems, will produce and design financial and analytical reports.
(35%) Financial and Business Operations. Oversee financial and business operations of the department (including off-site labs). Review and approve daily financial transactions: accounts payable, purchasing, travel and business expense reimbursement, P-Card transactions. Create journal entries and transfers as needed. Ensure compliance of all financial transactions with the University, School, federal, sponsor policies and procedures. Ensure correct and consistent use of chartstrings. Use Columbia's systems (including ARC, FDS, FinSys) and Excel to produce and design, as needed, financial reports, perform budget vs. actual expense analysis, reconcile accounts. Develop and update budgets for departmental projects, monitor and reconcile expenses. Provide support as needed for financial management and budgeting of departmental sponsored projects. Develop and monitor budget for the departmental general office operations support. Oversee departmental petty cash accounts, travel and business reimbursement requests, honoraria and check requests. Provide guidance to department staff, including lab personnel and students, on daily financial transactions, Columbia's and SEAS policies and procedures. Resolve financial problems and account discrepancies, prepare quarterly variance reports, resolve budget vs actuals variances and overdrafts. Serve as department liaison with the Accounts Payable, Purchasing and outside vendors.
(25%) Human Resources. Plan and process departmental personnel appointments. Maintain up to date and accurate appointments log, proactively work with departmental clients to address their hiring needs and requests, prepare and submit appointment packages, nomination forms, PAF and TBH forms, collaborate with the SEAS and University central offices, maintain personnel files and confidential information. Work with the International Students and Scholars Office on immigration / visa matters as needed. Use Columbia's systems (PAC, RAPS) and other School and department tools for personnel transactions and reporting.
(30%) Payroll. Plan and process departmental payroll. Provide guidance to department staff including off-site labs on payroll processes and procedures. Maintain up to date and accurate payroll file, confirm funding sources and availability of funds, obtain funding approvals from other departments as needed. Prepare payroll budgets, salary distributions, cost transfers. Clear payroll suspense as needed. Use Columbia's systems (PAC, FDS) for payroll reporting, analysis, planning and reconciliation. Oversee and approve time and effort of support staff, work-study students, casual employees.
(10%) Provides support on special projects and perform related duties and projects as assigned.
Bachelor's degree required in business management, finance or related area.
At least four years of business management, finance or related experience is required. Proven financial analysis and reporting experience. Knowledge of accounting and budgeting policies and practices required. Must have or be able to quickly acquire a detailed knowledge of Columbia University financial and personnel systems, including ARC, FinSys, PAC, FFE. Must have experience or proven knowledge of human resources principles and processes; experience in academic appointments strongly preferred. Payroll processing experience preferred. Experience in financial administration and supervisory or management experience required. Experience in a university environment and strong supervisory experience, including with union employees, preferred. Expert level spreadsheets experience required.
Attention to detail and strong analytical, communication, interpersonal, and organizational skills required. Must be able to work as a team player with faculty, PIs, and administrative staff. Must have initiative, discretion, and the ability to establish priorities and work under pressure with good judgment and with minimal or no supervision, take full responsibility for the work assigned. Must be able to meet strict deadlines. Advanced knowledge of high-level spreadsheets (Microsoft Excel) is required. Must be able to produce and present complex financial reports, create budgets, monitor and reconcile financial accounts. Ability to make independent judgments and to act on decisions on a daily basis. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 502519
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