Department Administrator

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Job description

* Requisition no: 519885
* Work type: Full Time
* Location: Medical Center
* School/Department: Environmental Health Sciences
* Grade: Grade 106
* Categories: General Administration
* Job Type: Officer of Administration
* Regular/Temporary: Regular
* Hours Per Week: 35
* Salary Range: Commensurate with experience

Position Summary

In conjunction with the Chair, the Department Administrator (DA) sets departmental goals and objectives as well as manages its relationship with the Mailman School of Public Health (MSPH), Columbia University Medical Center (CUIMC), and other affiliated organizations. The incumbent will direct the department's financial planning and accounting practices, maintain financial management reporting and control systems, monitor departmental expenditures, oversee compliance with the policies, procedures and regulations of the University/affiliated organizations/external agencies and assure an efficient, high-functioning infrastructure to support the Department's missions.

The Department of Environmental Health Sciences (EHS) is one of six departments in the Columbia Mailman School of Public Health, supporting a variety of research initiatives and educational programs. EHS has several different graduate programs, including MPH, MS, and PhD programs, and supports >130 faculty and staff members in a variety of research initiatives. EHS also houses the growing SHARP (Skills for Health and Research Professionals) Training Program, which brings together different research professionals from around the country for intensive skills-based workshops.

Columbia University's Mailman School of Public Health offers a vibrant community revolving around academic excellence, innovative research, and delivering solutions to protect and improve lives. Being a part of this exciting community offers a variety of benefits to employees to support your professional work and life balance. The Department of Environmental Health Sciences is currently piloting a hybrid schedule for in-person/remote work.

Responsibilities

Responsibilities include, but are not limited to:

Financial Management - 30%

* Manage the department's finance and accounting practices, as well as its financial relationships with MSPH, CUIMC, CU and other affiliations.
* Advise the Department Chair on fiscal matters, departmental income and expenditures, and administrative compliance. Prepare annual departmental budget and advise on budget analyses for all ongoing and new initiatives.
* Manage revenue and expense reporting and control systems, report generation, forecasting models, and reconciliation procedures for departmental and gift accounts.
* Develop business plans for ongoing, new and proposed programs.
* Assure that the department budget is submitted in a timely fashion and in compliance with MSPH and CUIMC guidelines.
* Monitor, report and explain variances to approved budget; address variances and present alternatives for achieving the goals.
* Monitor and provide guidance to the Chair and Vice Chair of Education concerning financial operations of academic programs.
* Supervise an administrative staff in areas of Procurement and Accounts Payable responsibilities.
* Serve as the EHS liaison with MSPH administrative and financial offices to align department resources with School policies and best practices.

Human Resources and Faculty Affairs Management - 30%

* Directly supervise departmental human resource staff; ensure adequate HR coverage/support to provide exemplary customer service and perform annual evaluation of direct subordinate(s).
* Manage departmental human resource and faculty affairs functions such as, recruitment/appointment of faculty, staff and students, orientation, payroll, promotion, retention, disciplinary action, termination and other related functions.
* Develop departmental human resources practices, guidelines and procedures; establish metrics, evaluate and revise as appropriate.
* Work with department leadership and MSPH HR in developing effective recruitment and retention strategies and programs including; talent sourcing strategies, competency models, career ladders, succession planning, recognition and engagement programs.
* Conduct ongoing training needs analysis and lead departmental training programs to ensure staff and managers/supervisors are appropriately trained and knowledgeable of the policies and procedures impacting human resources, i.e. performance evaluations, compliance initiatives, hiring and termination. Develop and facilitate learning and development programs for new supervisors, managers and staff.
* Oversee the process to request staff personnel changes, including new-hire, transfers, as well as benefits administration and requests for leaves of absence, workers compensation, unemployment and other related transactions; ensuring procedural efficiency while adhering to University policy.
* Manage salary roster process and oversee annual performance review.
* Develop and maintain a departmental human resources record management system in compliance with Health Insurance Portability and Accountability Act (HIPAA) and other protected health information policies.
* Acquire and maintain a thorough knowledge of University policies regarding wage and salary administration, employee benefits and human resources policies.
* Participate in the faculty recruitment process providing input relating to the negotiation of recruitment packages, space etc.
* Assist the Vice Chair of Research and Faculty Affairs on faculty promotion packages and review process by the Committee on Appointments and Promotions (COAP).
* In consultation with the Chair, determine the appropriate organizational structure to maximize departmental operations and minimize expenses and determine compensation strategies which comply with and further the overall mission of the University, the School and the department.

Facilities, Space, and Information Technology - 10%

* In consultation with the Chair, manage facilities and space for the Department in collaboration with MSPH Operations staff.
* Develop and monitor a capital plan incorporating short and long term capital needs of the department.
* Responsible for the departmental space and equipment inventories
* Coordinate with MSPH Operations management on departmental renovation and construction projects.
* Assure departmental compliance with information technology policies and regulations.

Compliance Management - 10%

* Assure compliance with CU, CUIMC, MSPH, union, and governmental policies, procedures, and regulations related to financial affairs, faculty affairs and human resources, HIPAA, Conflict of Interest and development matters.
* Cooperate with all audit requirements and implement all audit recommendations in a timely manner.

Development/Strategic Planning - 10%

* Assist the Chair and Development office with fundraising activity as necessary.
* Assist the Chair with proposal preparation for institutional programs designed to support Schools' diversity plans, and faculty recruitments from underrepresented groups.
* Assist and participate in the formulation of strategic plans for the department; create administrative plans that support the overall goals of the department; coordinate strategic planning processes.
* Advise Chair on implementation and monitoring of strategic plans including staffing requirements, faculty recruitment, space assignments, and financial plans necessary to meet goals of plans.
* Periodically review administrative structure of the department to assure the structure meets the strategic and operational goals of the department; present to the Chair revised structures as necessary and appropriate.

Research Management - 5%

Collaborate with the Director of Grants and Finance on research administration at EHS.

Other duties as required - 5%

Minimum Qualifications

* Bachelor's degree, or equivalent in business administration or similar area plus five years of related experience. Previous experience and/or training in human resources.
* Previous experience reflecting sound financial management in academic setting
* Experience must reflect strong personnel management skills and the ability to oversee and manage complex financial systems effectively.
* Demonstrated ability to work effectively with a diverse population of faculty, staff and students; experienced in the supervision of administrative and support staff personnel.
* Must possess a background and knowledge of human resources best practices, and proven recruitment ability.
* Superior consultative and communication skills with the ability to effectively interact with all levels of internal and external business partners, faculty, staff and students.
* Detail oriented, strong analytical, organizational, financial and problem-solving skills.
* Able to meet strict deadlines in a high-volume, multi-tasking environment is essential.
* Must possess the ability to build and maintain relationships with other departments and management as well as staff, while maintaining the highest standards of confidentiality and professionalism.
* Computer proficiency in Microsoft Office, Excel, PowerPoint, etc.

Preferred Qualifications

* Master's degree in Business Administration, Public Administration or related field is highly desirable and may substitute in part for experience.

Equal Opportunity Employer / Disability / Veteran

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

Applications open: Oct Eastern Daylight Time Applications close:

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