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, New York , Finance and Operations Manager, Executive , New York, New York