Director of Operations, Administration & Planning

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

Position Summary

The Center for Career Education (CCE) helps undergraduate students and alumni from the undergraduate schools develop the key competencies necessary to make informed decisions and take the necessary steps to achieve their career goals. The Center establishes connections and facilitates interaction among students, alumni, employers and organizations to generate opportunities that help students pursue their personal and professional objectives. CCE serves undergraduate students in Columbia College, The Fu Foundation School of Engineering and Applied Science, and the School of General Studies, and collaborates with the Career Centers in the other schools at Columbia University and its affiliated institutions.

Reporting to the Executive Director of Administration and Planning, the ideal candidate will be responsible for assisting the Executive Director with the financial and operational management of the Center for Career Education. This involves working closely with the Executive Director and Dean to establish and implement administrative policies and procedures and execute strategic initiatives. The Director supervises the Assistant Director of Administration and Planning and 3 Coordinators Finally, the Director deputizes for the Executive Director in their absence.

A strong internal candidate has been identified for this position, however, we are still accepting applications from other qualified candidates.

Responsibilities

• Responsible for the oversight of all CCE budget administration, including working with CCE Dean and unit managers and Columbia College Finance Team on the annual budgeting, closing, and the periodic re-forecasting processes. This includes activities such as:
  • Contribute to the management and execution of CCE’s operating budget by providing a wide range of fiscal and technical support in a manner consistent with ensuring the highest level of service.
    • Develop expertise knowledge in the business and operations of CCE and serve as the main point of contact to the Columbia College Finance. Advise on appropriate payment mechanisms for unit activity and providing guidance on the necessary steps to transact business
    • Work closely with the CCE senior and unit managers and Columbia College Finance to construct CCE’s annual budget that will be incorporated into the College’s overall budget submission.
    • Develop and maintain expertise about financial processes and policies. Work with Columbia College Finance to ensure consistency of policies and best practices across the College. Participate in College and University initiatives to improve financial accountability at all levels of fiscal responsibility.
    • Communicate information about financial processes and policy to CCE staff and clarification about policy interpretation that is consistent with the College and University protocols.
    • Provide support and guidance regarding budgeting, procurement and operational activities for events and programs.
  • Oversee the administration of financial activities within CCE which includes but is not limited to:
    • Approve requisitions, journal vouchers, travel and business expense reports, purchasing card and/or other financial accounting transactions for the unit; Work with Columbia College Finance and relevant departments to problem solve issues and clarify processes as needed
    • Develop and maintain tracking mechanisms of actual spending and encumbered amounts and commitments for the administrative budget
    • Review budget tracking reports monthly and analyze budget variances; meet on a regular basis with the CCE Dean and unit managers and Columbia College Finance to review year-to-date activity and identify trends that will inform budget planning for future periods.  Prepare reports regarding unit financial activity as needed
    • Serve as the departmental lead for financial processes related to purchasing cards
    • Identify and help secure training as needed for all staff who hold financial responsibilities
• Manage the hiring, onboarding, training, scheduling and offboarding processes for support staff, student casuals and work study student employees. Review and approve biweekly timesheets and absence requests. Lead search committees to recruit and hire Operations Team members when positions become vacant and onboard and train them. Maintain staff directory.
• Lead the management of the operations team including supervision of an Assistant Director and a team of 3 Coordinators.. Represent the Administration and Planning team by attending bi-weekly Counseling team meetings.  Coordinate work-study and casual hiring and staffing needs for the Center.  Oversee reporting on career counseling activities, scheduling of online appointments, and the Center’s welcome area for all visitors. Oversee scheduling for front desk and help desk and ensure exceptional customer service.
• Assist the Executive Director with the operational management of the Center and compliance with University operating policies and procedures. Participate in various CCE project management teams as required. Serve as a liaison to various academic, student and administrative committees and offices within the university. Oversee the Center’s facilities, including upkeep and maintenance of the offices, furnishings, security, telephone and equipment.
• Supervise and support the Assistant Director in executing CC/SEAS student funding programs which academic year and summer cycles.  Support the application and development of a Salesforce portal to execute this program.
• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree required.

• A minimum of 4-6 years related experience in university administration required.

• Experience building and maintaining relationships within a higher education environment, ability to collaborate with other units on campus essential.

• Must be detailed oriented, accurate and have demonstrated analytical skills.

• Excellent oral, written, organizational, and interpersonal skills required.

• Must be able to handle confidential information with exceptional judgment and discretion.

• Must be capable of working independently, as well as collaboratively, and take a proactive approach and anticipate senior management's needs.

• Must be able to identify priorities within multiple assignments in a pressured, short-deadline environment, while maintaining diplomacy and efficiency.

• Excellent client management skills, along with high level of competency with IT, reporting, organization and administrative skills necessary.

Preferred Qualifications

• Master's degree in a relevant discipline highly preferred.

Equal Opportunity Employer / Disability / Veteran

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