Academic Financial Manager

Job Posting : Officer Of Administration

Employer Name : Columbia University

Job Type : Officer Of Administration

Regular / Temporary : Regular

Hours Per Week : 35

Salary Range : $70,000 to $76,000

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.

Position Summary

Reporting to the Director of Finance and Administration in the Department of Biomedical Engineering (BME) within The Fu Foundation School of Engineering and Applied Science (SEAS), the incumbent will oversee key academic, financial, and human resources functions for the department. Responsibilities include managing student personnel appointments and related HR processes; analyzing and reconciling payroll, financial aid, and student accounts; and resolving associated issues. The incumbent will coordinate the hiring and workflow for casual employees, work-study students, graduate research and teaching assistants (GRAs and TAs), and manage all related appointments, reappointments, and academic job postings. They will monitor and approve time entries, maintain accurate student and personnel records, and ensure compliance with university policies. Additional duties include managing Graduate Financial Aid (GFA) and departmental funding sources, preparing transactional and financial reports using Columbias administrative systems (ARC, FDS, FinSys, PAC, SSOL, SDR), and tracking student rosters, registration, appointment, and visa statuses. The incumbent will also support general office operations, maintain personnel and student directories, assist with timesheet processing, and provide occasional support for after-hours student and faculty events.

Responsibilities

Personnel Appointments and Payroll (35%) :

• Manages the hiring, reappointment, and payroll processes for student officers (GRAs, DRAs), casual staff, and work-study students.
• Oversees related HR transactions (PAF / TBH), prepares job postings, and collects hiring requests and supporting documentation.
• Coordinates with the Director of Finance and Administration (DFA), Assistant Director of Finance and Operations, and central University offices (Deans Office, ISSO, RPIC) to address administrative, visa, and immigration matters.
• Monitors and approves time entries and ensures timely updates to student funding records, tracking systems, and data collections.
• Prepares, reviews, and submits Graduate Financial Aid (GFA) requests and reconciles student accounts. Maintains accurate appointment and personnel records, prepares budgets, and tracks actual expenses for assigned personnel categories while safeguarding confidential information.
• Provides guidance and support to faculty throughout the hiring process, including oversight of student time tracking in TLAM and resolution of payroll suspense issues. Serves as a departmental resource for faculty and students on appointment procedures, offering orientation materials and information on relevant policies and processes.

Student Funding and Institutional / Financial Aid (20%) :

Financial Analysis and Reporting, Coordination (15%) :

Planning and Innovation in Processes (10%) :

Student Organization Advising (10%) :

Office Coordination (5%) :

Minimum Qualifications

Bachelors degree required. Minimum of two years of experience in administration, finance, human resources, or payroll. Experience in academic planning or student affairs is preferred. Strong organizational, interpersonal, oral, and written communication skills, with demonstrated analytical ability and a customer service-oriented approach. Proven ability to work collaboratively as part of a team and effectively interact with a diverse student population. Advanced proficiency in Excel, including pivot tables and complex formulas. Ability to develop, analyze, and present comprehensive academic and financial reports. Excellent judgment and ability to prioritize and manage multiple assignments under tight deadlines with minimal supervision. High degree of personal integrity, professionalism, and discretion in handling confidential information. Mission-driven mindset and commitment to maintaining ethical standards in all work.

Preferred Qualifications

Experience in higher education administration. Familiarity with Columbia Universitys systems, including ARC, FinSys, FDS, and PAC. Background in accounts payable, purchasing, or other analytical / data-focused work.

Equal Opportunity Employer / Disability / Veteran

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