Reporting to the Executive Director, the Associate Director of Finance & HR Operations provides active hands-on leadership for the Academy and supports long-term program growth and financial viability, including budgeting, financial operations, human resources, and general operations. The incumbent directly assists the Director and Executive Director on all strategic and tactical matters as they relate to budget management, cost benefit analysis, managerial accounting, and forecasting needs. This role is responsible for planning, leading, and managing all financial functions for the Academy. Reporting to the Executive Director, the Associate Director of Finance and HR Operations provides guidance and consultation to employees covering a broad range of HR policies and procedures. Has oversight for the delivery of the day-to-day, hands-on administration of HR procedures and every HR aspect of the employee experience in the Academy. Ensures that critical HR functions, including employee and labor relations, recruitment, compensation, performance management, talent management, are met.
Financial Analysis: Provides strategic financial planning and forecasting to the Director and Executive Director by capturing and analyzing data to inform financial decisions. Utilizes budget analyses and modeling to forecast future financial needs/resources. Responsible for budget submission and other regular and ad hoc reporting, including trend and cost benefit analysis. Oversees and monitors the budget and fiscal operations, including long and short-term planning and expense management, as well as financial reporting requirements. Develops and maintains business plans and other tools to allow for more efficient financial analysis and decision making. Researches all key related business issues and incorporates findings into financial projections leading to investment recommendations. Assesses the impact of financial policies on current and future operations.
Budget & Financial Reporting: Oversees the development of the Academy???s budget, executing transactions in the budget tool. Proposes financial models to accommodate and enhance the growth of the department. On a monthly, quarterly, annual and ad-hoc basis presents budget and financial results. Reviews and approves monthly financial and variance reports. Directly communicates results with the Academy???s leadership on a regular basis. Conducts long and short-term budget planning, develops and implements policies and procedures in alignment with University standards and guidelines.
Financial Controls and Compliance: Maintains close working relationships with the University's Purchasing, Controller???s and Budget Management offices. Consults with these offices to clarify University policies and sets departmental policies and procedures for the Academy. Stays current with, adheres to, and enforces a complex set of University financial policies and procedures. Interprets and enforces policies and procedures to ensure compliance with University standards. Ensures compliance with grants, contracts, agreements, gifts, and non-profit fundraising guidelines.
Oversees all internal audits, recommends corrective action, uses results to inform policies and systems. Serves as the primary point of contact for financial matters between key stakeholders and external agencies. Acts as the fiduciary for financial controls and compliance with all audit requirements. Attends routine status meetings as needed.
Acts as the department???s primary approver of most financial transactions, including purchase requisitions, invoice payments, employee reimbursements, pcard purchases, journal transfers, cost transfers and salary distributions. Serves as the departmental resource on financial transaction process as well as policy compliance and good accounting practices. Arranges coverage for financial functions during staff absences as needed. Oversees and manages financial arrangements and reconciliation of rentals at the Italian Academy.
With direction from the Executive Director, the incumbent supervises the administration team. Is responsible for creation of job postings, recruitment efforts, hiring proposals, background checks, onboarding, UNI creation, data input into the DIA system, benefits access, timesheet distribution/collection, and time and attendance reporting. Review all hiring transactions for Officers of Research, and Administration, for Support Staff, and for casual, temp, and hourly employees for preliminary approval. Approve biweekly payroll for student employees. Review and approve all departmental Personnel Action Forms (PAFs) and Nomination Forms. Is responsible for the nomination procedure for all incoming Fellows and artists and for compliance with immigration laws when foreign individuals are employed by the Academy in any capacity.
Provide leadership through the Performance Appraisal process; develop communication, partner with managers and employees to draft reviews, coach managers on delivering feedback, track receipt of reviews to ensure divisional compliance with University practice; work closely with organized staff, management and Labor Relations on all labor-management and health and safety issues; manage investigatory, disciplinary and grievance procedures for non-exempt and exempt employees; interpret and advise managers and union employees on collective bargaining agreement contracts; counsel the Director and Executive Director on employee relations, performance management issues, and improvement plans. Conduct staff counseling as it relates to University policies and procedures, benefits and personal matters and partner with Central HR, Office of General Counsel, and Benefits and Disability teams as required. Monitor and approve payroll for support staff within the department; responsible for approving various HR and payroll transactions for the division.
With directions from the senior leadership, the incumbent manages employee relations and labor relations issues. They work with managers to create strategies and plans that address and resolve employee relations issues while ensuring consistency with CU policies and procedures. The incumbent also provides expertise and advice to the Director and Executive Director and to staff on general HR practices and policies including performance management, progressive discipline, bargaining agreement work rules, and grievance procedures.
The incumbent is accountable for ensuring HR data accuracy and integrity, including employee records; will create a system to organize electronic files with the goal to eliminate paper records. Defines, develops and reports on metrics for HR data including headcount, turnover, staffing and compensation. Ensures HR compliance communications are current. Ensures that HR operations support is current, i.e. organization charts are accurate and up to date; oversee website intranet information for relevancy, accuracy and helpfulness to stakeholders.
Provides support on special projects. Perform other duties and projects as assigned.
Bachelor???s degree required with five or more years of related work experience.
Knowledgeable on applicable human resource management principles, practices, methods, and procedures required. Demonstrated financial administration experience also required. Familiar with relevant Federal, State, and local laws, regulations, codes, and/or statutes. Experience in employee relations principles and practices including conflict resolution techniques. Experience with collective bargaining processes and procedures and labor relations principles and practices. Experience in Organizational Change, Leadership Development/Coaching, Project Management, MS Suite, Google Applications required. Experience with using automated human resource information systems and applicant tracking systems.
Demonstrated ability to set priorities, handle multiple assignments, and work with resourcefulness and efficiency in a fast-paced and changing environment with multiple constituencies required. Demonstrated comprehensive financial reporting responsibility in a large, complex organization required. Excellent interpersonal, oral, and written communication skills necessary. Confidentiality and discretion are required, as is demonstrated ability to forge partnerships. Must be able to function independently and exercise discretion and sound judgment.
Strong preference for financial administration or budget operations experience in higher education, non-profit, and/or large-scale complex organization. Extensive grant experience highly preferred. Prior strong supervisory experience required. Knowledge of Columbia University financial and human resource systems a plus.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.