• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: Commensurate with experience.

Position Summary

Reporting to the Director of Administration and Finance (DAF), the Business Manager manages and implements the financial, budgetary and administrative operations of the Interdisciplinary Center for Innovative Theory and Empirics (INCITE). In collaboration with INCITE administrative staff, the incumbent exercises primary responsibility for the Center???s budget and financial reconciliation, manages all payment and procurement requests, and administrative appointments. The incumbent will have departmental approval function for University financial systems. 

Responsibilities

• Finance and Budget Operations
  • Works closely with the DAF to create budgets for the Institute???s research groups, grant projects, programs, events and new initiatives. Analyzes short and long-term revenue projections. Works with the DAF and Grants Manager to manage the reconciliation of accounts and annual fiscal closing. Researches and independently resolves problems with overdrafts and budget errors, as needed.
  • Develops spending reporting systems that best support INCITE???s operations. Creates report templates and reporting tools, in consultation with DAF, to provide financial reports to key stakeholders including Center leadership and faculty, and external partners and agencies. Analyzes financial data and prepares reports for external stakeholders.
  • Works closely with INCITE faculty and staff to ensure compliance with all relevant policies. Interprets and communicates requirements of Columbia University and external stakeholders to faculty and administrators, and creates any materials required by these groups.  
  • Develops and implements operational processes to accommodate the Center???s growing financial responsibilities and added partnerships. This includes documenting and distributing internal policies, processes and workflows, interpreting accounting and purchasing policy for domestic and international stakeholders, advising and making recommendations to faculty and administrators on travel and business expense reports, invoices, purchase orders and consultant contracts. Determines the appropriate steps for nuanced requests.
  • Manages all payment and procurement requests including check requests, purchase orders, requisitions, invoices, reimbursements, and travel and business expenses. 
  • Ensures the timely submission of all required paperwork for vendor setup, wire requests, reimbursements, and invoice payments. Researches and independently reconciles discrepancies and disagreements between external vendors, central procurement, faculty, staff and students regarding the status of their payment requests.
  • Holds departmental travel and purchasing card and completes monthly reconciliations. Places equipment and other purchases, and processes requisitions.

• Administrative Operations
  • Manages the appointments and payroll of administrative staff, teaching fellows, research assistants, student casuals, and work-study employees. Approves department salary distributions for staff with oversight from DAF.
  • Creates comprehensive onboarding processes and activities to acclimate new hires to the complex structure of the Center.
  • Manages the Center???s physical space, oversees maintenance and repair of office equipment and furniture, and prepares and tracks facilities service requests. Supervises casuals and student assistants who provide administrative support.
  • Assumes the responsibilities of the DAF in their absence.
  • Performs additional duties as assigned. 

Minimum Qualifications

• Bachelor's degree and/or the equivalent, plus a minimum of 2 year's related experience required.

Preferred Qualifications

• Bachelor's degree in accounting or finance preferred.  Knowledge of University financial policies and systems; relevant experience in financial administration.

Other Requirements

• Must be able to read and interpret financial statements.
• Must be able to interpret accounting and purchasing policies to staff, faculty, and students, as well as, internal and external vendors and researchers and their staff at other institutions.
• Must be computer literate and ability to communicate effectively, both verbally and written.
• Must have the ability to identify and resolve problems promptly; work well in group problem-solving situations, and share expertise.
• Manage difficult situations, respond promptly to the needs of constituents and solicit feedback to improve service. 
• Communicate professionally and persuasively, responding well to questions.
• Have the ability to build morale and group commitments to objectives, supporting everyone's efforts to succeed.
• Tactfully approach others, react well under pressure, and follow through on commitments.
• The incumbent must have the ability to respond to time-sensitive requests and work in a deadline-driven environment.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.