• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $75,000-$85,000

Position Summary

Reporting to the Director, Finance & Administration in the Office of the Provost, the incumbent will be responsible for processing and reconciling all non-salary financial transactions and assisting with all administrative functions relating to the fiscal operations of the Provost office. The incumbent will act as a key liaison to the reporting central and non-central units for financial matters. Ensures integrity and audit accuracy of all transactions and fiscal compliance of all financial transactions with University operating procedures and policies. Assures an office environment that is sensitive and responsive to the needs of the University's varied constituencies.

Responsibilities

• Responsible for all matters related to the day-to-day financial operations of the office and assists with all administrative matters related to the operations of the Office of the Provost.
• Analyze, interpret, and implement the University and department's financial policies and procedures and share responsibility for the integrity, audit accuracy, and compliance of financial transactions. Ensures that corrective action is taken as needed in any actual or potential instances of non-compliance.
• Process all non-salary financial transactions for the Provost office and relevant non-central units. Ensures that all payments to vendors are made in a timely manner and communicates with vendors on payment status. Responsible for resolving payment issues.
• Act as key liaison for vendors, all related university departments, and all areas within the Office of the Provost as well as the various non-central units on university policy and procedures to ensure that all transactions are in compliance with internal controls.
• Review and reconcile all financial transactions for central and non-central units within the Provost Office for adherence to policies. Resolves or directs the resolution of historical financial problems and account discrepancies. Monitors and reconciles phone expenses monthly. Ensure appropriate documentation is maintained for all financial activity.
• Review and reconcile Pcard transactions for accuracy and completeness. Oversees and is responsible for reconciliation of merchant account(s). Process monthly internal transfers and is responsible for the purchase of supplies and equipment for employees off-site.
• Work closely with the Director of Finance and Administration on the annual Budget Submission, year-end financial close, and quarterly variance analysis for the Office of the Provost and relevant non-central units.
• Prepare, monitor, and reconcile departmental budgets with the university accounting system. Prepares monthly analysis of the internal budget for review. Works closely with units to ensure timely preparation of long and short-term budget plans. Prepare, as required, month-end, quarter-end, and year-end closing entries for review by the Office of Budget Management and the Controller's Office. Prepare associated budget reports for central and non-central Provost Office units and process adjustments as needed.
• Prepare reports and analysis using data extracted from the University financial accounting system and other sources for the Director and other appropriate senior administrators (OMB and the Controller's Office) for the purposes of budget monitoring, variance analysis, and preparation of the department's new needs requests. Prepare and review other financial reports as needed for additional analysis and planning.
• Perform the duties and responsibilities in the absence of the Associate Director, as needed.
• Perform other related duties and projects as assigned.

Minimum Qualifications

• Bachelor's degree or its equivalent required. Plus three to four years of related experience is required.

Preferred Qualifications

• Knowledge of University financial policies and financial systems (ARC, Concur, FFE, FINSYS, Payment Works) highly desirable.

Other Requirements

• Relative financial experience required.
• Strong verbal, written, and interpersonal skills needed. Strong customer service focus is required.
• Must be able to work independently and well under pressure and coordinate multiple projects with competing priorities.
• Must exercise good judgment and maintain confidentiality.
• Must be detailed-oriented, accurate and have excellent organizational skills.
• Ability to work as a team player in a fast-paced environment required.
• Excellent computer skills, including experience with or willingness to learn creating and managing spreadsheets with Excel.

Equal Opportunity Employer / Disability / Veteran

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