Reporting to the Director of Budget Operations, coordinates procurement, including but not limited to purchasing and accounts payable. This includes handling procurement on government grants, requiring evaluation and understanding of grant restrictions and requirements; with the approval of the Director of Budget Operations, day-to-day responsibility for coordinating procurement for 26 research groups, the graduate and undergraduate programs and departmental administration operations. Monitors research compliance for all grants.
Working together with the other Business Manager in the day-to- day operations of the Business Office, which includes processing and approving at the departmental level requisitions and accounts payable transactions (including expense reports).
Working closely with the other Business Manager, plays a critical role in procuring equipment, chemicals and supplies for 26 laboratories, plus the graduate and undergraduate programs (with an annual departmental budget of $24 million) largely from federal grant funding, which requires understanding the conditions and restrictions of each grant.
Working closely with the other Business Manager, implements the Direct Ordering System [method for web-ordering from the Department's five most common UWPA vendors (Dry Ice, Fisher Scientific, Sigma Aldrich, Tech Air and VWR)]; this includes placing and monitoring commitments on the appropriate grants for each group.
In charge of grant management which includes: proactive post-award management of grants, starting with making certain that the Department adheres to the new revised Financial Conflict of Interest (FCOI regulation) which governs research sponsored grants and all other research compliance matters; interacts with SPA, SPF and PI regarding all grant issues; handles financial management of grants; working with Business Manager, establishes spending strategy.
Along with the other Business Manager, guides the purchasing population of the proper protocols required by federal grants; to prevent any liability to the Department and University. These types of misjudgments could result in the loss of grant funds for principal investigators. For instance, errors in identifying a category type could result in an agency not funding the purchase, therefore, resulting in a loss of grant funds. In other circumstances, a vendor cannot be permitted to perform a service on-site without first obtaining a purchase order (this would create a liability risk to the University as well as jeopardize payment to the vendor).
Coordinating with the other Business Manager, helps to identify vendors for a diversified group of departmental end-users (26 research labs, graduate/undergraduate programs and administrative operations).
Ensures that the ordering protocol runs smoothly, and working with the other Business Manager, makes certain that invoices are paid promptly so that the Department's strong negotiating position is maintained with vendors regarding product and service discounts, special handling, and emergency delivery requests, which is critical for the needs of researchers.
Tracks and handles obtaining departmental reimbursements (e.g., Arts & Sciences Computer Replacement Program, Faculty Search, Honorarium, etc.) and interfaces with the Controller's Office regarding equipment inventory.
Performs related duties & responsibilities as assigned/requested
Bachelor's degree or equivalent, with at least three years' related experience required.
Proficiency in University financial systems desirable.
Ability to interact with faculty and administrators University-wide at all levels. Must be detail oriented, accurate and have demonstrated analytical skills. Must have experience in managing budgets; excellent oral, written and organizational skills. Must have at least one to two years experience in contracts administration, preferably at a university level. Must be able to handle confidential information with exceptional judgment and discretion. Must be capable of working independently, as well as collaboratively, and take a proactive approach and anticipate management's needs. Must be able to identify priorities within multiple assignments in a pressured, short-deadline environment, while maintaining diplomacy and efficiency. Must have, or be able to acquire quickly, a detailed understanding of Columbia's policies, procedures and systems.
Strong proficiency in Word and Excel required. Must have a passion for excellent customer service and commitment to exceptional quality.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 505722
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.