Assistant Director, Finance and Administration

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $110,000-$130,000

Position Summary

Reporting to the Department Administrator/COO, the Assistant Director of Finance will provide support relative to the department's financial activities, such as: managing key monthly, quarterly, and annual financial processes, including monthly spending analysis, quarterly financial reporting, and annual budgeting. The Assistant Director of Finance provides active, hands-on leadership of the department's financial activities, including budgeting and financial planning, expense reconciliation, closing, reporting, and internal controls.

Responsibilities

Budgeting and Financial Planning: Reporting to the Departmental Administrator/COO, the Assistant Director manages key financial activities, including monthly spending analysis, quarterly financial reporting, and annual budgeting. Prepares and presents financial statements, such as Profit and Loss Statements, and adds new sites as needed. Responsible for variance analysis of revenues and expenses using Financial Statements (Consolidated Operating Statement, Profit and Loss Statement, and other reports). Presents financial statements in departmental and VP&S meetings.

Expense Reconciliation: Oversees the Department's administrative budget, including gift projects, discretionary projects, and pre- and post-award grants. Ensures monthly reconciliation of accounts and sponsored projects to prevent overdrafts. Completes variance analyses, resolves discrepancies, recommends budget adjustments, and maintains suspense costs at a minimum. Prepares departmental budgets and submits them accurately and on time to the Budget Office/Dean's office.

Revenue and Expense Analysis: Performs frequent analysis of revenue and expenses to support accurate preparation of department P&Ls. Communicates with sites to resolve discrepancies, ensures compliance with departmental and institutional policies, and recommends policy updates as needed. Collaborates with the DA/COO on reviews and acts as a liaison with the VP&S Office of Budget for all budgetary matters. Assists in developing and implementing policies and procedures for budget functions to ensure compliance with institutional regulations.

Financial Oversight and Management: Prepares annual and quarterly budget entries, performs financial closing entries, and maintains combo-code databases. Supervises Senior Analysts managing payroll budget projections in the absence of the Director for Financial Planning. Collaborates with the Revenue Cycle Manager to analyze revenue trends and forecast clinical revenue budgets.

Financial/Procurement Oversight: Supervises the financial/procurement administrator, responsible for financial coordination, transaction management, procurement, vendor relations, billing and collections, Concur, and records and supplies management.

Payroll: Collaborates with the Department Administrator/COO and the Associate Director of Operations in the allocation of payroll expenses including supporting payroll functions including salary allocations, cost transfers, payroll reconciliation, and overpayment recoveries.

Internal Controls: Provides oversight of financial transactions and accounting practices. Designs, implements, and monitors financial reporting systems and internal controls. Establishes and enforces departmental financial policies and SOPs, ensuring compliance with university policies, sponsoring agencies, and regulatory authorities. Approves high-dollar transactions and reconciled P-Card transactions. Coordinates with CU Internal Audit and other stakeholders to meet audit requirements.

Closing and Reporting: Manages monthly, quarterly, and year-end financial closings and reporting for the Department.

Other: Performs additional duties & responsibilities related to finance as assigned/requested.

Minimum Qualifications

• Bachelor's Degree is required, with a preference for training in Business Administration, Human Resources, Finance, Accounting, or other relevant fields.
• A minimum of 4 years of relevant hands-on experience in financial administration and management experience is required.
• Background in budgeting, accounting, and contract administration.
• Capable of handling large and complex financial data.
• Detail-oriented and possess quantitative skills with a high degree of proficiency in spreadsheets using Excel. Strong proficiency in Microsoft Office (Word, Excel, and PowerPoint) or similar software and an ability and willingness to learn new systems and programs.
• Excellent analytical skills, with ability to interpret data, noting important patterns or outcomes that should be brought to the attention of various stakeholders.
• Proficiency in problem assessment and collaborative problem solving in interdisciplinary settings.
• Must have, or be able to quickly learn, detailed knowledge of University policies, procedures, and systems.
• Leadership skills, including strong organizational and management skills, and the ability to foster collaboration.
• Must have excellent interpersonal and communication skills, ability to communicate effectively both in verbal and written formats.
• The ability to establish priorities, work under pressure, and exercise independent judgment and discretion is necessary. Demonstrated discretion including independent decision-making and making recommendations.
• Capacity to work with a high degree of independence and successfully within a deadline-driven, multi-tasking environment. Ability to handle multiple projects at high levels of complexity, demonstrate sound judgment in managing time, prioritizing, and decision-making.
• Ability to establish and maintain relationships with faculty, peers, leadership, patients, and other stakeholders. Strong ability to interact and collaborate positively, constructively, and effectively with multiple audiences. Ability to collaborate on and deliver presentations to various audiences, including senior leadership. Ability to proactively communicate progress and roadblocks and escalate complex issues to leadership.
• The ability to react quickly and effectively to other inquiries from various management levels with comprehensive and accurate information in a wide variety of contexts and changing priorities is needed.
• Self-motivated and demonstrates initiative, patience, and resourcefulness in adapting to changes.

Preferred Qualifications

• Advanced degree desirable (e.g., MBA, MHA, MPA).
• Minimum of 4 to 7 years of experience is preferred.
• Experience in higher education or other large, complex institutions preferred.
• Strong, proven advanced Excel skills, including, but not limited to, development of pivot tables, complex formulas, imports and exports from variant data sources.
• Demonstrated acute attention to detail, critical thinking and judgment, as evidenced by minimal errors in final product(s).
• Proven ability to work on time sensitive projects with limited direction, meeting critical deadlines.

Equal Opportunity Employer / Disability / Veteran

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