Finance and Operations Manager
Company: Columbia University
Location: New York
Posted on: April 16, 2024
Job Description:
- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Standard Work Schedule:
- Building:
- Salary Range: $66,000 - $72,000
The salary of the finalist selected for this role will be set based
on a variety of factors, including but not limited to departmental
budgets, qualifications, experience, education, licenses,
specialty, and training. The above hiring range represents the
University's good faith and reasonable estimate of the range of
possible compensation at the time of posting.
Position Summary
Reporting to the Director of Finance and Operations, the Finance
and Operations Manager assists with AFRE's finance and operational
deliverables and is responsible for financial accounting and
reconciliation, budget management, administration and operations
and staff management and personnel reporting.
Responsibilities
The Finance and Operations Manager is responsible for:
Financial Accounting
- Creates, updates, and maintains vendors in the University's
PaymentWorks/ARC systems.
- Initiates, processes, and manages organization and
program-related invoices, check requests, reimbursements, contracts
and payments - including Fellow payments, consultancies, and
partner sub-award payments via the University's ARC and Concur
processing systems.
- Initiates, processes, and manages travel and business expense
reports and honoraria.
- Manages financial communication to Fellows, NMF, US partners,
and Columbia financial staff.
- Monitors accounts payable transactions on university electronic
accounting systems and performs accounting transfers, journal
entries and expenditure corrections to resolve discrepancies, as
needed.
- Serves as liaison with the university Accounts Payable
department as well as with outside vendors.
- Reconciles overdrafts on the unrestricted project
code.
- Maintains, updates, and provides monthly status report and
contract amount balances.
- Tracks, prepares, and reconciles P-card, C-Card, Columbia Air &
Rail transactions for approval.
- Facilitates the payment to international service
providers.
- Prepares annual, quarterly, and monthly financial and actual
spend reports.
- Assists with CU's fiscal year-end closing deliverables (as
needed).
Budget Management
- Manages AFRE's budget by maintaining the financial tracking
system and resolving financial issues and preventing
overdrafts.
- Participates in fiscal year budget planning and
meetings.
- Prepares and maintains financial reporting of events, projects
to ensure actual spend tracks with budget.
- Monitors budgets and grants to avoid overdrafts.
- Assists with preparation of fiscal year budgets and input into
CU Budget Tool.
- Assists the Director of Finance and Operations and Executive
Director on strategic and tactical matters as they relate to budget
management, cost-benefit analysis, managerial accounting, and
forecasting needs.
- Performs year-end closing tasks in coordination with Director
of Finance and Operations.
- Assists with CU's variance analysis (as needed).
Administration & Operations
- Supports the Finance & Operations team.
- Coordinates departmental facilities and space utilization and
capital improvements.
- Manages purchasing and maintenance of all equipment and
technology-related contracts.
- Ensure the provision of safe and conducive working conditions,
including office aesthetics, temperature, etc.
- Maintains with internal and external stakeholder relationships
(Interchurch, Columbia, IT Consultant) to resolve and troubleshoot
issues.
- Facilitates staff IT needs and manages AFRE's software
subscriptions and renewals (Salesforce, Office 365, Adobe, Form
Assembly, etc.).
- Maintains and improves filing financial and operational
documents.
- Prepares, submits, and tracks service providers contracts and
renewals.
- Maintains software subscription payment schedule.
- Maintains publication subscription payment schedule.
- Participates in the development of organization
documents.
- Arranges travel through Concur for Fellows, Staff, and Board
members.
Staff Management and Personnel Reporting
- Supervises future Financial Assistant, Administrative
Coordinator, or temporary finance staff, as necessary.
- Participates in recruitment activities and onboarding of new
staff.
- Maintains and processes personnel reports (e.g., staff vacation
accrual).
- Assists with managing staff absence and paid time off.
- Assists with managing Effort Reporting submission to
Columbia.
Minimum Qualifications
3 - 5 Years of Related Experience
Bachelor's Degree and/or Equivalent Related Experience Required
Preferred Qualifications
- 5 Years of Related Work Experience
- Knowledgeable on applicable human resource management
principles, practices, methods, and procedures required.
- Demonstrated financial administration experience is
required.
- Familiar with relevant Federal, State, and local laws,
regulations, codes, and/or statutes.
- Experience in employee relations principles and practices
including conflict resolution techniques.
- Experience with collective bargaining processes and procedures
and labor relations principles and practices.
- Experience in Organizational Change, Leadership
Development/Coaching, Project Management, MS Suite, and Google
Applications required.
- Experience with using automated human resource information
systems and applicant tracking systems.
- Demonstrated ability to set priorities, handle multiple
assignments, and work with resourcefulness and efficiency in a
fast-paced and changing environment with multiple constituencies
required.
- Demonstrated comprehensive financial reporting responsibility
in a complex organization required.
- Excellent interpersonal, oral, and written communication skills
necessary.
- Confidentiality and discretion are required, as is a
demonstrated ability to forge partnerships.
- Must be able to function independently and exercise discretion
and sound judgment.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local
residents.
Keywords: Columbia University, Hoboken , Finance and Operations Manager, Executive , New York, New Jersey
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