• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $80,000 - $85,000

Position Summary

Reporting to the Chair of the Classics Department, the Director of Administration and Finance is responsible for organizing and planning the department's day-to-day academic and administrative activities, including financial, staff, and space management, and providing services to students and faculty. The Director oversees the administrative and instructional budgets, manages the department's gift accounts and grants, and supervises all departmental projects. Additionally, the Director collaborates closely with the Office of the EVP for Arts and Sciences and partners with numerous other offices throughout the University. A successful incumbent will possess the ability to manage expectations tactfully, an understanding of working in a large decentralized academic institution, an appreciation for research and teaching, and working with a diverse community of faculty, staff, and students.

The Department of Classics at Columbia University is a leading center for Classical Antiquity studies in the United States, offering comprehensive undergraduate, graduate, and postbaccalaureate programs. Positioned at North America's cultural and classical crossroads, the department promotes broad access to ancient languages, their modern interpretations, and active participation in the field. It contains a Modern Greek program and is a shareholder in the interdepartmental program in Classical Studies, the Center for the Ancient Mediterranean, and the Stavros Niarchos Public Humanities Initiative.

Responsibilities

Academic / Department Administration

• Administer the department's day-to-day administrative and human resources functions, including assisting the Chair in determining staffing needs, staff recognition, and addressing employee concerns. Assist in academic governance by helping to plan the agenda and by keeping records of departmental decisions and policies.
• Supervise office staff in day-to-day management of department business. Provide day-to-day leadership and guidance to staff by proactively managing and providing clear, timely, and university-compliant solutions on various administrative and financial matters.
• Collaborate with University offices and departments to oversee logistics for the department's smooth operation, including facility needs, maintenance, repair, and minor construction as needed.
• Collaborate with the Chair and Academic Affairs Office to complete faculty searches, tenure and academic research appointments, and other academic administration. Oversee adjunct faculty appointment processing, ensuring timely submissions to the Academic Affairs Office.
• Work with the Chair to review curricular planning, curriculum proposals, faculty teaching schedules, class times, and room assignments. Engage in planning new program initiatives and directly work to complete their implementation.
• Hire, train, and supervise department staff, working closely with the offices of Human Resources and Finance and Budget in Arts and Sciences to process all faculty, staff, and student appointments. Assist new hires in navigating questions around benefits.
• Serve as the primary administrative contact for all international hires, coordinating with the International Students and Scholars Office (ISSO) on visas, visa renewals, housing, and related paperwork. Assist faculty with immigration processing.
• Manage the day-to-day aspects of admissions and fellowship/assistant awards, including contacting prospective students. Advise students and oversee registration procedures.
• Maintain confidential student files and track student rankings, fellowship preferences, and awards.
• Plan and deliver departmental events, including conferences, seminars, workshops and travel, ensuring smooth coordination and successful outcomes. Develop and organize other intellectual endeavors to promote academic engagement and collaboration within the department and the broader university community.

Finance and Budget

• Conduct financial planning for the department and produce financial reports managing the department's $2M budget.
• Administer the department's budget, including gift projects, discretionary projects, and pre & post-award grants and projects for special programs. Administer any funds that come under the department's administrative purview.
• Process all department financial transactions, monitor expenses, and ensure compliance with university and affiliate policies, procedures, and regulations.
• Perform monthly project reconciliations, manage the fellowship/assistant budget, prevent overdrafts, complete budget submissions and reports, recommend spending levels and assist in resolving financial issues.
• Collaborate with the EVP A&S Office to complete all year-end transactions for the department.
• Other duties as assigned by the department.

Minimum Qualifications

• Bachelor's degree and a minimum of 3 years relevant experience.

Preferred Qualifications

• Working knowledge of CU systems, such as PAC, ARC, Interfolio, etc.
• Experience working in a higher education setting with a diverse faculty and student body. Knowledge of issues, including international ones, related to the student experience within the department and its intellectual mission.

Other Requirements

• Demonstrated knowledge or ability to acquire a detailed knowledge of university policies, procedures, and systems.
• Strong communication, interpersonal, and organizational skills.
• Must demonstrate initiative, discretion, and the ability to establish priorities, work under pressure, work independently, and exercise good judgment.
• Substantial experience with computer programs, including MS Office applications, Word, Excel, and PowerPoint.
• Flexibility, creativity, and enthusiasm with a strong desire to effect change and positively impact the student experience.