Department Administrator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $150,000 - $180,000

Position Summary

Reporting to the Department Chair of the Department of Health Policy and Management and the MSPH Vice Dean for Finance and Administration, the Department Administrator (DA) will work in close partnership with the Chair to advance the department's strategic, educational, research, and service missions.

The DA is responsible for all aspects of the department's administrative, financial, human resources, compliance, and operational management. This includes advising the Chair on fiscal and administrative policy, managing administrative staff, overseeing financial planning and reporting, ensuring compliance with School, University, and external regulations, and fostering an inclusive, collaborative environment that supports faculty, students, and staff.

The DA also partners with the education team to support the design, implementation, and evaluation of the department's academic programs. This includes coordinating administrative processes for educational initiatives, aligning resources to strengthen student and faculty experiences, and ensuring that program operations advance department and schoolwide educational priorities.

The DA works closely with the Chair to operationalize strategic priorities, facilitate interdisciplinary initiatives, and ensure the department's infrastructure supports innovation, growth, and excellence.

Responsibilities

• Reporting and Advising - 20%




• Partner with the Chair to implement the department's strategic priorities, ensuring operational alignment with School and University goals.
• Advises the Departmental Chair/Center Director on fiscal matters and administrative policies related to personnel and department operations; departmental income and expenditures, and administrative compliance; preparation and routine monitoring of annual departmental budget.
• Report to and regularly inform department faculty and staff on updates to policies, practices, and procedures at Mailman and CUIMC as it related to HR, finance, administration, and operations.

• Financial Management - 20%




• Reconcile and manage the department's finance and accounting practices, as well as its financial relationships with the School, Columbia University Medical Center, Columbia University, and other affiliations; monitor, report and explain variances to approved budget; address variances and present alternatives for achieving the goals; meet fiduciary responsibility for financial controls and comply with all audit requirements. Work with the Chair to ensure that funds are available to implement priority strategic initiatives.
• Liaison with MSPH Finance division regarding financial status and reporting requirements; ensure appropriate allocation of salary and otps costs, review grant budget proposals including RASCAL approval, PI expense validations and effort reporting in collaboration with the Director of Grants and Finance.
• Support fundraising, alumni engagement, and donor stewardship by providing financial tracking and reporting for related initiatives.

• Human Resources Management - 20%




• Coordinate with administrative staff on financial aspects of human resources and faculty affairs, including recruitment, hiring, promotion, retention, disciplinary action, immigration matters, and termination. In consultation with the Chair/Center Director, determine the appropriate organizational structure and mix of staff to maximize departmental operations and minimize expenses and determine compensation strategies which comply with and further the overall mission of the University, the School, and the department.
• Assure that annual staff performance evaluations are conducted in a timely fashion and that job descriptions are accurate and up to date. Assure adherence to CUMC and MSPH human resource policies and regulations in collaboration with the Director of HR and Operations.
• Identify and arrange HR and professional development/management trainings for faculty and staff.
• Plays a vital part in faculty and senior staff recruitment, onboarding, and retention, ensuring alignment with the Chair's vision. Supervise central administrative staff and oversee departmental human resource functions such as, recruitment/appointment of faculty and staff, orientation, payroll, A & P processes, and other related functions in collaboration with the Director of HR and Operations.
• Assure adherence to CU, CUMC, and MSPH human resource policies and regulations.

• Compliance Management - 15%




• Assure compliance with CU, CUMC, MSPH, union, and governmental policies, procedures, and regulations related to financial affairs, faculty affairs and human resources, and development matters. Cooperate with all audit requirements and implement all audit recommendations in a timely manner.

• Facilities and Information Technology Management - 20%




• Serve as the primary point person for the management and coordination of facilities and space matters for the Department, collaborating with MSPH Operations staff.
• Maintain a capital improvement plan incorporating short- and long-term capital needs of the department.
• Responsible for the departmental space, equipment, and supply inventories. Ensure that equipment is functional, and facilities are operational.
• Develop and implement departmental IT plans and policies to support research, teaching, and administration.

• Manage and direct additional responsibilities as required, including - 5%




• Advise Chair/Vice Dean for Administration on implementation and monitoring of strategic plans including staffing requirements, faculty recruitment, space assignments, and financial plans necessary to meet goals of plans.
• Periodically review administrative structure of the department to assure the structure meets the strategic and operational goals of the department; create and implement revised structures as necessary and appropriate.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience, plus five years of related experience.
• Previous experience reflecting sound financial management and research grant management in clinical/research/academic setting required.
• Previous experience in management of department operations and human resources.
• Experience must reflect strong personnel management skills and ability to oversee and manage complex financial systems effectively.

Preferred Qualifications

• Master's degree in Business Administration, Public Administration, or related field, may substitute in part for experience.
• Experience working in higher education, Columbia University and/or Columbia University Irving Medical Center is preferred.
• Familiarity with University systems, applications, and academic operations.
• Demonstrated success in supporting Diversity, Equity, Inclusion, and Belonging (DEIB) initiatives, coupled with a proven ability to work effectively with diverse populations of faculty, staff, and students.
• Ability to provide initiative, judgment, and creativity in the resolution of complex problems.
• Excellent oral/written communication, interpersonal, organizational, analytical, financial, negotiating, problem-solving, detail-oriented and computer (e.g., Microsoft Office software, etc.) skills required.
• Must possess the ability to think strategically, delegate work and supervise staff, and possess unquestionable integrity.

Equal Opportunity Employer / Disability / Veteran

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