Administrative Manager

• Job Type: Officer of Administration
• Regular/Temporary: Temporary
• End Date if Temporary: 6/30/2025
• Hours Per Week: 35
• Salary Range: $80,000 - $90,000

Position Summary

University Life was created to develop and enhance the student experience at Columbia. Working in collaboration with students, faculty, and staff, University Life strengthens resources, policies, and conversations, and builds community outside of the classroom. Our efforts all connect to core values for the Columbia community:

• Inclusion and belonging
• Health and well-being
• Sexual Respect
• Community Citizenship

University Life is a central division focused on enhancing the student experience across Columbia's 17 schools and colleges. We serve as a student life hub for the University and are committed to promoting a diverse and inclusive campus culture where students can thrive in all dimensions of their lives. In University Life, we focus on connecting students to each other, to the broader University and surrounding community, and to opportunities beyond their schools.

Reporting to the Associate Vice President of Administration & Operations, the Administrative Manager provides a wide range of administrative and financial support to the Rules Administration team. The Administrative Manager ensures the smooth execution of day-to-day operations related to finance and HR within the department, acting as a key liaison between the Rules Administration and the University LIfe teams. Primary responsibilities include a wide range of financial process management including initiating, reviewing, approving and tracking the department's financial transactions and managing the team's budget for Rules Administration and University Delegate appointments and payments. In addition, the Administrative Manager will manage key HR processes such as Personnel Action Forms (PAFs), drafting job descriptions and position management, and staff payments. Their comprehensive oversight of both HR and financial processes ensures the department functions efficiently and in compliance with university policy and standards.

Responsibilities

• Monitor, report and explain departmental expenditures and variances to the approved budget and present alternatives for achieving the goals.
• Maintain financial management reporting and control systems and oversee compliance with the policies, procedures and regulations of the University.
• Manage day-to-day administrative operations, including scheduling, correspondence, and documentation.
• Oversee and manage departmental budgets, including tracking expenditures, reconciling accounts, and preparing financial reports.
• Develop and maintain accurate forecasting tools to ensure fiscal responsibility and adherence to budgetary constraints.
• Process purchase orders, invoices, reimbursements, and other financial transactions using the university's financial systems.
• Collaborate with University Life's Human Resources team for general HR processes including preparation of onboarding and off-boarding for Rules Administration staff, drafting job descriptions, ensuring adherence to departmental salary budget lines, and processing additional compensation payments for University Delegates.
• Assures adequate staffing coverage for departmental operations.
• Liaise with internal and external stakeholders regarding departmental policies and procedures.
• Partner with University Life to align administrative and financial practices with departmental and central policies.
• Assist in the rollout and administration of online systems or platforms.

Minimum Qualifications

• Bachelor's degree and 4-6 years of related experience required.
• Advanced degree preferred.
• Strong interpersonal skills, with attention to detail and the ability to handle confidential information with excellent judgment and discretion required.
• Excellent communication skills, both verbal and written.
• Must have working knowledge and experience using Word, Excel, and PowerPoint as well as experience working in a database, are required.
• Demonstrated success in managing competing priorities with a high level of accuracy and attention to detail.

Equal Opportunity Employer / Disability / Veteran

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