Senior Associate Director of Administration

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $82,000 - $90,000 Annually

Position Summary

Reporting to the Executive Director of Undergraduate Admissions, the Senior Associate Director manages the day-to-day financial and operational activities for the Enrollment Group. The incumbent is responsible for operational effectiveness, budget tracking, and staff-related administrative management, ensuring all activities remain in strict compliance with University and College policies.

Responsibilities

Financial Operations & Budget Coordination

• Workflow Management: Manages the daily financial activities for approximately 36 distinct chartstrings across the Admissions, Financial Aid, and Visitors Center units.
• Budget Tracking: Executes budget allocations and monitors expenditures; assists in the fiscal year close-out process in coordination with the College Finance office.
• Budget Planning - Allocates and confirms the Enrollment Group annual budget in close consultation with the Executive Director of Undergraduate Admissions.
• Policy Compliance: Serves as a subject matter expert on financial processes; ensures all departmental spending aligns with University accountability standards; communicates this to the Enrollment Group staff.
• Transaction Oversight: Reviews and processes requisitions, vouchers, purchase orders, and Concur expense reports; manages P-Card and corporate card administration; works with Columbia College finance to resolve issues.
• Reporting: Reconciles monthly financial statements and prepares budget variance reports for leadership review to inform future forecasting.
• Vendor Relations: Manages vendor onboarding through PaymentWorks and monitors contract approvals.

Staff Operations & Administrative Management

• Administrative Coordination: Coordinates staff-related administrative processes for the Enrollment Group, ensuring a supportive and organized work environment.
• Onboarding/Offboarding: Manages the operational logistics of staff transitions, including technology setup, system access, and the recovery of University property.
• Timekeeping & Payroll: Reviews and processes adjunct timesheets (approximately 20 individuals) and confirms student payroll activities for the VC/RC teams.
• Policy Implementation: Maintains and communicates departmental policies regarding time-off, vacation scheduling, and local administrative practices.
• Engagement Support: Coordinates staff recognition activities, service milestones, and departmental celebrations; ensures staff support for Columbia College-wide events.
• Records Maintenance: Manages organizational charts, staff directories, and internal emergency contact lists and plans.

Facilities & Office Operations

• Logistics Management: Oversees facilities and office management to ensure a safe and efficient working environment across Hamilton Hall, Lerner Hall, and the Visitors Center.
• Maintenance Liaison: Acts as the primary point of contact for University Facilities regarding repairs, space updates, and security access (keys, door codes); acts as the primary point of contact for Columbia College Information Technology for technology-related issues and deployments.
• Asset Management: Tracks office equipment, furnishings, and technology assets; submits service requests for staff hardware and software needs.
• Event Planning: Organizes internal office events, including catering, venue coordination, and welcome/farewell gatherings.

Operational Support & Compliance

• Leadership Support: Provides administrative support to the Enrollment Group leadership team, including coordinating internal communications.
• Operating Policies and Procedures: Works with the Executive Director and the leadership teams to develop, recommend and implement operating policies and procedures for efficient functioning of the unit.
• Compliance: Ensures all administrative and financial activities comply with University, NCAA, and Ivy League policies.

Other duties as assigned

Minimum Qualifications

• Bachelor's degree and or equivalent.
• 3-5 years of progressive experience in financial operations and administrative management within a complex organization.
• Strong proficiency in financial systems (e.g., ARC, Concur, CU Marketplace).
• Demonstrated ability to manage high-volume administrative workflows with precision and a focus on process improvement.
• Exceptional analytical, communication, and organizational skills.

Preferred Qualifications

• Experience working within a diverse, urban academic community is highly valued.
• Proficiency with University systems such as ARC, Concur, CU Marketplace, and PaymentWorks desired
• Advanced degree in Higher Education Administration, Public Administration, Business, or related discipline preferred.

Equal Opportunity Employer / Disability / Veteran

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

Required

Preferred