Reporting to the Senior Director of Strategies & Partnerships (S&P) and working closely with the Director of Award Management, the Senior Manager, Strategic Systems & Operations Manager (the Senior Manager) is responsible for providing technical and operational leadership for key systems, processes, and initiatives that support efficient and effective business operations both within the S&P unit and across ICAPâ€™s global strategic operations, with a focus on knowledge management and strategic considerations. Foundational goals of the position are to leverage S&Pâ€™s position as a nexus of functional areas across ICAP to support systems development and management in the organizationâ€™s increasingly complex operating environment; and to lead process-oriented strategic initiatives that strengthen ICAPâ€™s ability to maintain high quality standards and state-of-the-art approaches in implementing business systems. This includes tools, processes, and platforms that support the grant lifecycle (including proposal, negotiation, award execution, ongoing assurance of sponsor and university compliance and risk mitigation, as well as project closeout activities) as well as increase overall operational excellence in producing high-quality deliverables that are responsive, efficiently executed, and anchored in best practices. The position takes a highly collaborative and adaptive approach to ensuring business systems, internal processes, tools, and documentation are coordinated across ICAP units and country teams, grounded in evidence, aligned with emerging and evolving unit and organizational priorities, and adjusted as necessary to remain relevant and effective.
ICAP Global Strategic Systems Leadership (60%)
Lead all aspects of conceptualization, requirements gathering, testing, migration, and rollout, as well as ongoing system administration, data management, existing feature optimization, functionality expansion, guidance documentation, vendor/developer management, user support and overall capacity building for three existing major web-based platforms used by various subsets of ICAPâ€™s global staff of over 2,000 for carrying out critical, cross-functional activities, specifically:
ICAP Online: Award, proposal, project, and knowledge management system and collaborative workspace (built on MS SharePoint and Azure, launched in 2017)
ICAP PIVOT: Project financial management and monitoring system, including an award/proposal budgeting module and expense tracking/reporting module (built on AWS/Angular/Python and PowerBI, launched in 2020)
Work closely with the Director of Award Management and Senior Project Management & Training Specialist as a thought partner and co-leader in developing and advancing strategic costing approaches and performance standards for ICAP project, award, and proposal budgeting, both within the award management sub-unit and across the organization, in response to evolving donor requirements and/or internal organizational priorities.
I-CONNECT: Resource and knowledge-sharing intranet platform (built on Atlassian Confluence, launched in 2018)
Work closely with Strategic Communications sub-unit, Columbia University IT, and other key stakeholders to conceptualize, implement, and manage new functionality focused on expanded knowledge sharing and dynamic, collaborative interaction across geographic and functional areas within ICAP.
Internal S&P Unit Systems & Processes Leadership (20%)
Support unit director and sub-unit leads in strategizing, coordinating, implementing unit-wide processes, procedures, and systems such as:
Development of comprehensive reference documentation, management of unrestricted unit budget and expenses tracking
People management platform administration (15five)
Unit meeting, shared calendar, internal logistics management support
Lead a sub-unit team initially consisting of a full-time Officer and part-time Program Assistant, including performance review, objective setting, as well as short- and long-term consultants and vendor partners.
Cross-Unit and ICAP-Wide Strategic Systems Leadership & Support (15%)
With a focus on effectively and efficiently responding to emerging priorities, operational gaps, and necessary course corrections as they arise, the Senior Manager works closely with ICAP senior staff and leadership to:
Provide thought partnership and support for the ICAP2030 strategic planning initiative
Contribute to ongoing development and implementation of organization-wide knowledge management initiatives
Represent the perspectives, needs, and interests of the S&P Unit in cross-functional working groups and stakeholder advisory/input forums, including regionalization and ERP initiatives
Facilitate and advise on identification, analysis, and conceptualization of organizational systems/platforms/technology/tools, and play a lead role in development and implementation of chosen solutions, engaging and collaborating with ICAP, CU, and external stakeholders to ensure success.
Perform other related duties as directed (5%)
Bachelor's degree or equivalent in education and experience, plus five years of related experience
5+ years of administrative/operational project management experience with increasing responsibility, preferably in an NGO or educational institution environment
Demonstrated capacity to think strategically and to work both with a high degree of independence as well as in teams as a strong relationship builder within a multicultural environment
Demonstrated orientation towards self-motivation, strategic thinking, an entrepreneurial spirit, results-driven behavior, and customer service
Demonstrated capacity to work both with a high degree of independence and as a relationship builder within a matrixed, deadline driven, multi-tasking operating environment
Demonstrated experience providing strong leadership for project teams and upward management in non-reporting roles
Excellent interpersonal, communication, organizational, analytical, and leadership skills
Strong problem-solving skills with capacity to take an innovative approach to solving complex problems; able to set high level goals, while simultaneously understanding critical details to carry out these goals
Strong writing, editing, formatting, research, and negotiation skills
Expert skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat
Masterâ€™s degree in Business, Management, International Affairs, Public Administration, or related field
Strong working knowledge of USG, bilateral funder, and private foundation rules and regulations
3+ years of related experience leading the developing, implementation, and ongoing maintenance of business systems and platforms, ideally in an NGO or educational institution environment
Previous experience in grants and contracts administration, including demonstrated high level of engagement with associated operational systems and processes
Prior experience implementing and managing research and/or clinical trials awards
Experience developing and submitting grant proposal to USG and/or bilateral and private funders
Demonstrated experience managing direct reports
May include periodic domestic and international travel
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 515090
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.