Director of Finance and Administration

Updated: over 2 years ago
Location: New York City, NEW YORK
Deadline: Morningside ;

(40%) Financial Planning, Budgeting, Reporting, and Internal Controls:

Budgeting and Financial Planning. Provides strategic financial planning and forecasting to the Chair by capturing and analyzing data to inform financial decisions of the Department. Utilizes budget analyses and modeling to forecast future financial needs/resources. Responsible for budget submission and other regular and ad hoc reporting. 

Expense Reconciliation: Assumes overall responsibility for the management of the Department’s administrative budget, including gift projects, discretionary projects, and pre- and post-award grants and projects connected with any special programs. Responsible for ensuring monthly reconciliation of departmental accounts, and of oversight of the reconciliation of sponsored projects to prevent overdrafts. Investigates and resolves variances, and recommends budget modifications to adjust levels of spending.

Payroll: Collaborates with Payroll Coordinator in the allocation of payroll expenses for faculty, researchers, students, and casuals.   Manage the cyclical submission of graduate student’s tuition, fees, and stipend payments.  Responsible for maintaining suspense cost to a minimum.  Provide oversight of all payroll activities, including salary allocations, cost transfers, payroll reconciliation, and overpayment recoveries.   

Internal Controls.  Provides oversight and direction for the department’s financial transaction and accounting practices.  Designs, implements, and monitors financial reporting and control systems. Establishes departmental financial policies and standard operating procedures (SOPs). Ensures compliance with departmental, SEAS, and University policies and procedures, as well as external rules and regulations from sponsoring agencies and legal and regulatory authorities. Approves high-dollar threshold transactions and provides ad hoc approvals.  Coordinates with SEAS Finance, CU Internal Audit, SPA/SPF, and other internal stakeholders to comply with any audit requirements.  Approver of reconciled departmental P-Card transactions.

Closing and Reporting. Provides guidance and direction to departmental financial staff and works in close collaboration with the SEAS Finance team to complete all year-end transactions for the Department.

Surveys: Responsible for responding to annual survey requests, which include student enrollment and demographic data, faculty count, educational data, and other analytics. 

(30%) Human Resources, Faculty Affairs, and Administration:

Administrative Staffing. Responsible for the recruitment, selection, onboarding, training, and supervision of departmental Officers of Administration and Support Staff.  Monitors utilization of casuals and agency temporary staff. 

Faculty Recruitment and Onboarding: Leads departmental recruiting and onboarding efforts for new faculty. Collaborates with departmental Search Committees, SEAS Human Resources, the SEAS Financial Office, and other colleagues in the Dean’s Office to ensure the timely, effective onboarding of new Officers of Instruction and Research.  Manages recruitment and selection processes in  Talentlink and Recruitment of Academic Personnel System (RAPS), including coordination of external advertising.  Ensures compliance with School and University protocols for Equal Employment Opportunity and Affirmative Action. Assists new faculty and researchers to connect with designated representatives for benefits, relocation, housing, child tuition, and other transitional matters.

Promotion and Tenure.  Provides general administrative support to process faculty promotion and tenure cases, working in close collaboration with faculty committees, the Associate Dean of Faculty Affairs and Human Resources, and the Associate Provost for Academic Appointments.

Personnel Transactions. Reviews and approves all departmental Personnel Action Forms (PAFs) and Nominations Forms for full- and part- time Officers of Instruction, Research, and Administration, for Support staff, and for student officers and casuals.

Employee & Labor Relations. Collaborates closely with SEAS Human Resources and CUHR Labor Relations to ensure proper administration of the collective bargaining agreement, and to avoid and address labor-related grievances and disputes. Monitors staff interactions and collaborations to ensure a positive working environment and to ensure effective conflict resolution.

Safety. Works closely with the Dean’s Office, and Environmental Health and Safety (EHS) to ensure safe working practices and environments in accordance with university policies and Occupational Safety and Health rules and regulations. Collaborates with SEAS HR to ensure prompt reporting of workplace accidents, injuries, and illnesses.

(10%) Staff Training, Development, and Leadership:

Hands-on Leadership. Demonstrates day-to-day leadership and guidance to staff by proactively managing and providing clear, timely and University compliant solutions on a wide range of administrative and financial matters. 

Development and Documentation of SOPs.  Works with staff to document workplace procedures and processes and to optimize efficiency through standardization.

Training and Professional Development. Provides training and instruction for new departmental staff, and ensures that staff members are appraised of relevant changes in departmental, School, and University procedures and policies.  Designs systems for cross-training, peer coaching, and mentoring to promote skill development and career progression for departmental staff. Proposes opportunities for recognition of staff achievements.

Staff Collaboration.  Leads regular staff meetings as a forum for disseminating information and promoting staff collaboration, particularly for cross-functional projects. Assigns teams to address departmental goals and objectives.

Innovation and Continuous Improvement. Proactively collaborates with internal and external stakeholders to enhance operating efficiencies through recommended process improvements.  Promotes a departmental culture of innovation, advancement, and continuous improvement.

Performance Management.  Coaches, counsels, mentors, and implements corrective action to address performance deficiencies.  Completes performance evaluations and partners with staff to implement and monitor progress toward S.M.A.R.T. Goals (specific, measurable, attainable, relevant, time-bound). 

(10%) Academic Administration: provides oversight of the Student Affairs functions of the Department.  Works in close collaboration with the Director of Student Affairs and the Department Chair to review accreditation, admissions, registration, advising, curricular planning, curriculum proposal, faculty teaching schedules, class times and room assignments; engages in planning new program initiatives and oversees their implementation.  Monitors international hiring through Student Affairs, liaising as needed with the International Students and Scholars Office (ISSO) to obtain visa, visa renewals, housing, and related needs. 

(5%) Oversight of Facilities and External Relations:  provides oversight of departmental facilities projects in collaboration with SEAS Facilities and the Manager of Finance and Operations.  Supervises the Publicity Coordinator and oversees departmental media and external relations.  Collaborates with other University offices and departments as needed to ensure effective operation of the department.

(5%) Performs other tasks, duties, and responsibilities as assigned.



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