Finance & Admin Coordinator

Grade 103

• Job Type: Officer of Administration
• Regular/Temporary:
  Regular
• Hours Per Week: 35
• Salary Range: $68,000 - $75,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Reporting to the Administrative Manager of Columbia Stem Cell Initiative (CSCI), the Finance and Administrative Coordinator provides direct oversight of financial operations and will also assist in a range of ongoing and special departmental programs and activities. The position is currently part-time with the potential of becoming full time with the growth of the Initiative.

• Finance
  • Initiate financial transactions such as employee reimbursements, visitor reimbursements and honorariums, purchase requisitions, and journal transfers.
  • Act as a liaison to vendors regarding such topics as vendor setup/management, order follow-up, and invoice payment. Maintain documentation on purchases in a compliant manner. Advise researchers and other personnel on purchasing policy, procedures, and best practices.
  • Generate invoices, initiate funding transfers, and track collections. Assist with annual budgeting and rate setting process.
  • Working closely with managers of DA/Core service facilities, manage service center finances.
  • Assist Department Administrator with annual budgeting process and other financial planning.
  • Act as departmental expert on purchasing process. Prepare complex requisitions, including for large capital equipment purchases. Work closely with laboratory manager(s) to ensure efficient and compliant purchasing of lab supplies and other materials. May review/approve others' purchases.
  • Manage financial operations:
    Monitor expenses, track balances, conduct variance analysis, and project burn rate and future utilization. Ensure all financial activities are in compliance with institutional and sponsor policies. Manage subcontract finances.
• Programmatic and Administrative
  • Provides administrative support for the unit and cross covers other administrative positions.
  • Assist with oversight and implementation of programmatic activities to include:
  • Marketing for monthly programs.
  • Organization and set up of monthly CSCI programs that include the Work in Progress talks and Seminar Series. Tracking of attendance and feedback.
  • Organization and set up of special events such as the retreat.
  • Management of CSCI conference room usage.
  • Helping with floor organization, submission of work orders, troubleshooting issues.
  • Updating the department website.
  • Posting events on university calendars.
  • Perform other related duties and responsibilities as assigned/requested.

• Requires bachelor’s degree or equivalent in education and experience.

• Experience using financial transaction systems at Columbia University or a similar institution or company.
• Excellent organizational and analytical skills.
• Demonstrated proofreading and editing skills with documents such as grant proposals or reports.
• Ability to multi-task and perform as part of a team.
• Requires knowledge of Microsoft Office suite, including strong familiarity with Excel.
• Applicant must be highly organized, reliable, and dependable, with a clear track record of accountability and ability to follow through on assigned tasks.
• Strong oral and written communication skills required.
• Must have an ability to manage multiple competing priorities.
• Experience in a higher‑ed administrative office and familiarity with higher‑ed administrative policies and standard procedures.
• Three years of related experience.

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