Operations Manager

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000-$76,000

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 Department Administrator, the Operations Manager in the Department of Civil Engineering and Engineering Mechanics (CEEM) is a key management role responsible for overseeing various operations in a dynamic academic environment.  The Department of Civil Engineering and Engineering Mechanics (CEEM) is part of a prestigious institution known for its cutting-edge research and academic excellence. The school offers a collaborative and innovative environment, fostering interdisciplinary research and education. With a commitment to advancing knowledge in applied physics and applied mathematics, the department is home to world-renowned faculty and state-of-the-art facilities, providing a dynamic and supportive setting for both students and staff.

The primary areas of responsibility include:

• People Operations: Managing the hiring process for casual and student workers, contract hires, and assisting with faculty appointments and other HR tasks.
• Financial Operations: Overseeing invoices, procurement, reimbursements, and financial analysis.
• Event Planning: Organizing student affairs, career development events, department and faculty meetings, and special events.
• General Operations: Managing facilities, disseminating information, ensuring compliance with administrative transactions, and implementing School and CEEM policies and procedures.

The role requires excellent judgment, attention to detail, strong organizational skills, and the ability to prioritize, troubleshoot, and adapt to changing demands. The incumbent should have a comprehensive knowledge of university, school, and department policies and processes and be proficient in various technological systems for performing transactions (HR, Accounting, Purchasing, etc.).

Responsibilities

People Operations (35%)

• Manage CEEM Casual Student Workers and Casual Hires, including reviewing and preparing all hiring documents, managing appointments, I-9 employment verification, and approving bi-weekly payroll.
• Implement internal guidelines on CSW/Casual hours, eligibility, and paperwork.
• Utilize the University hiring platform (PAC) and liaise directly with Central Offices on issues.
• Oversee contract hires (Payment Works): set up contractors and ensure payment.
• Collaborate with the CEEM Chair and DFA on faculty searches.
• Work closely with the CEEM Student Affairs Manager and Faculty for CSW assignments.
• Manage and oversee all casual work-study timesheets.
• Manage department issues.

Financial Operations (35%)

• Manage travel and business reimbursements.
• Oversee purchasing requisitions and financial invoices, including check requests.
• Analyze and deposit all accounts receivable, acting as a liaison between the Department and the School's central administration.
• Collaborate with CEEM PIs in purchasing lab equipment and supplies as needed.

Event Planning (15%)

• Manage CEEM event planning logistics, including contracting services (tech, catering), tracking RSVPs, and arranging travel as required.
• Plan and manage CEEM student events: space reservations, services, RSVP tracking, and CEEM seminars; arrange travel for visitors.
• Independently work with central offices and external vendors; engage directly with guests/visitors.
• Collaborate with the DFA on budgeting and planning.

General Operations (15%)

• Manage facilities issues: repairs, maintenance, emergencies, and departmental supplies.
• Ensure implementation and compliance with department policies and procedures.
• Oversee the PhD Conference Travel Reimbursement Program: guide students on the program, balance bookings, and reimbursements, including student group activities and/or travel; assist CEEM students in event planning and conference attendance.
• Liaise with vendors: build relationships and maintain agreements.
• Manage all CEEM units in essential operational areas: managing listservs, general calendar, spreadsheets, and tracking workflow.

Minimum Qualifications

• Bachelor's Degree required and 2-4 years of relevant experience.

• Knowledge of the common suite of computer applications (Word, Excel, Google, Zoom, Adobe) and organization-specific computer application programs (Concur, Marketplace, PAC, DocuSign, Interfolio, TLAM, ARC).

• Strong verbal and written communication skills, and excellent interpersonal skills.

• Ability to work both collaboratively and independently.

• Proven experience in effectively managing multiple competing demands.

• Proven skills to quickly evaluate complex issues and identify multiple options for resolution

• Highly desired: previous experience working in an academic department within a large RI University with broad knowledge of university processes, protocols, and procedures.

Equal Opportunity Employer / Disability / Veteran

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