Assistant Director of Financial Operations

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range:

Position Summary

Reporting to the Associate Director of Administration and Planning, the incumbent assists with various financial functions for Undergraduate Student Life, including the areas of the Dean of USL, Multicultural Affairs, Residential Life, Student Engagement, as well as the financial functions for approximately 350 recognized student organizations and their governing boards and councils. The Assistant Director assists the department with: shaping financial policy and procedures; improving financial advising processes and services; processing & approving a high volume of financial transactions; providing preliminary oversight over financial accounts and processes; fielding, delegating, troubleshooting and escalating student and staff inquiries; delivering financial training curriculums to staff and student organizations; developing policy documents; developing communications related to finance and operations. 

Responsibilities

• Accurate and prompt processing, verification, and coding of expenses for a high volume of invoices, reimbursements, check requests, travel advances, deposits, journal entries, and wire transfers, in the University's accounting systems. Resolves inquiries on payment status for internal and external clients. Reconcile and/or approve purchasing card (PCard) and travel card purchases of assigned groups against the University's accounting systems. Approve a high volume of financial transactions for approximately 40 USL staff and 400 student organizations with accuracy and efficiency.  Problem-solve issues and clarify processes to staff and students as needed. 
• Prepare weekly reporting for student council and governing board leadership and ad-hoc reporting for USL staff, review monthly financial statements, and analyze budget variance reports.  Routinely meet with staff, student leaders, supervisor, Columbia College Finance, and relevant Undergraduate Student Life staff to review year-to-date activity, identify trends that will impact the budget plans for future periods and collaborate on solutions for improved budgeting and financial stewardship. Prepare ad hoc reports regarding financial activity as needed.
• Work closely with the Director, Associate Director, student organization advisers, and student leaders on all initiatives to ensure compliance with Columbia College and University policies and procedures.  Work with the Director and Associate Director to implement planning for financial operations of administrative and student group functions.  Assist with the evaluation of current financial processes and services, design and develop new methods of service to streamline processes and increase productivity and client satisfaction.  Investigate requests for new services to determine feasibility and determine method of implementation.
• Work in conjunction with USL staff and student organization advisers to provide clarity and guidance on how best to financially manage all aspects of large-scale student-led events and programs, including fundraising initiatives, corporate sponsorship and gift processing.  Serve as a resource to staff and student groups on budget planning, monitoring protocols, and making financially sound decisions for events and activities, ensuring that all procedures are consistent with Undergraduate Student Life, Columbia College, central University and student governing board financial policies.
• Keep staff and student organizations regularly informed of new policies, changes in current policy, current and new services within Undergraduate Student Life, Columbia College, Columbia Engineering, and the University.
• Develop strong relationships with and serve as the point of contact for various campus partners including Columbia College Finance, Vendor Management, Accounts Payable, University Procurement offices, and external vendors supporting new vendor creation, requisition requests, internal transfers of funds, account modifications or budget update requests, and submission of contracts and service agreements. Assist with management of the Purchasing Card Program. Develop relationships with external vendors to ensure timely payment for services rendered.
• Play critical role in solutions oriented ideation/regular conversations around policies and procedures with Associate Director and Director of Administration and Planning.
• Other related duties as needed and assigned.

Minimum Qualifications

• Bachelor’s degree and/or its equivalent required.  Minimum of two to four years related experience required. 
• Proven background in processing large volumes of transactional work on a day-to-day basis, while managing other simultaneous short term and longer term projects.
• Must have knowledge of generally accepted accounting and financial practices to manage and process accurate and timely payments to our partners, both external and internal.
• Aptitude to compile, manipulate, and analyze data and present to end-users in a useful manner.
• Must be a self-starter and capable of operating with minimal supervision.
• Excellent interpersonal, oral, and written communication skills with a strong customer service focus.
• Ability to exercise discretion and handle confidential information.
• Must be detail-oriented with strong organizational skills. 
• Excellent computer skills, including advanced proficiency with Excel spreadsheets.
• Strong knowledge of Google for Business G Suite.
• Ability to prioritize, work within deadlines, and manage multiple tasks. 
• Incumbent should possess strong desire to work with and develop student leadership skills. 
• Some evening and occasional weekend hours required. 

**Applications submitted without a resume and cover letter will not be considered**

Preferred Qualifications

• Knowledge of University policies and procedures preferred. 

• Knowledge of Columbia’s financial systems preferred.

Other Requirements

As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.

Equal Opportunity Employer / Disability / Veteran

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