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: $133,000-$165,000

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

Under the direction of the Co-Directors of the Stavros Niarchos Foundation (SNF) Center for Precision Psychiatry & Mental Health at Columbia University, the Department Administrator serves as a member of the Center’s leadership team and oversees the Center’s business affairs and administrative operations, supporting its strategic objectives, research mission, and long-term growth.

The Department Administrator partners with the Co-Directors to advance the Center’s strategic priorities, implement operational plans, and support long-term growth initiatives aligned with University goals. The role directly oversees administrative operations, policies, workflows, and resource allocation to promote efficiency, accountability, and Center effectiveness.

Responsibilities

Strategic Leadership and Institutional Coordination/Compliance

• Serve as a member of the Center’s leadership team, participating in and adding to strategic discussions and priority setting.

• Lead efforts to establish procedures and practices that support translational and clinical research across a growing team of scientists and clinicians across offices in Manhattanville and the CUIMC campus.

• Serve as the primary administrative liaison between the Center and relevant departmental, University, and hospital offices, including finance, Human Resources, research administration, facilities, information technology, and communications.

• Ensure administrative activities support Center priorities—including impact and growth—while complying with applicable institutional policies, financial procedures, and reporting requirements.

• Identify opportunities to streamline processes, strengthen administrative SOP, and improve operational effectiveness.

• Ensure compliance with University, CUIMC, sponsor, and governmental requirements while serving as the primary administrative liaison to institutional leadership, central administrative offices, external funding agencies, and strategic partners.

Financial Management and Reporting

• Lead the Center’s annual budgeting process, including budget development, financial projections, resource allocation, and ongoing monitoring of expenditures and budget variances.

• Prepare and coordinate quarterly budget updates, financial forecasts, effort reporting, and other required institutional reports.

• Collaborate with finance, grants administration, sponsored projects, and departmental offices to monitor funding, track expenditures, support effort certification and reporting, and ensure adherence to applicable financial and administrative policies.

• Develop and maintain financial reports, dashboards, and performance metrics to monitor the Center’s fiscal health, research funding, and operational performance.

• Provide oversight of grant budgeting, proposal development, pre- and post-award administration, sponsor reporting, and research funding compliance.

Procurement and SOP

• Oversee procurement activities, including purchasing, vendor onboarding, and acquisition of supplies, equipment, and services to support the Center’s operational, research, and programmatic needs.

• Ensure procurement requests, purchase orders, vendor contracts, and invoice processing are in accordance with University and institutional policies and procedures.

• Collaborate with faculty, research teams, finance, and central procurement offices to ensure timely purchasing, appropriate use of funds, and compliance with applicable procurement requirements.

• Monitor procurement expenditures, evaluate vendor performance, identify cost-saving opportunities, and promote efficient and cost-effective purchasing practices.

• Develop, maintain, and periodically review standard operating procedures for procurement processes to ensure consistency, compliance, clear documentation, and adherence to institutional policies and approval workflows.

Human Resources and Operation Management

• Oversee administrative staffing, workforce planning, recruitment, onboarding, promotions, and performance management in partnership with departmental Human Resources.

• Supervise administrative support personnel, establish performance expectations, conduct evaluations, and support professional development.

• Develop staffing plans, job descriptions, and organizational structures aligned with the Center’s priorities.

• Develop operational dashboards and performance metrics to drive continuous improvement, strengthen service delivery, and foster an inclusive, collaborative, and effective workplace.

• Oversee facilities, space planning, procurement, reporting, business continuity, and process improvement, including the implementation of technology, automation, and AI-enabled solutions.

• Promote a collaborative, inclusive, and accountable work environment.

Perform other related duties as assigned.

Minimum Qualifications

Bachelor’s degree or equivalent combination of education and experience.

Minimum of seven years of related administrative, financial, operational, academic, or research management experience.

Preferred Qualifications

• Master’s degree in Healthcare Administration, Business Administration, Public Administration, Public Health, Higher Education Administration, or a related field.

• Experience in an academic medical center, university, research institution, or complex healthcare organization.

• Experience in budget management, research administration, grants coordination, personnel supervision, and strategic planning.

• Experience supporting senior leadership, faculty directors, or academic and research centers.

Other Requirements

• Strong leadership, organizational, analytical, financial, and project management skills.

• Excellent written, verbal, interpersonal, and presentation abilities.

• Ability to manage competing priorities, analyze complex information, and translate strategic goals into actionable plans.

• Demonstrated ability to collaborate across departments and institutions, exercise sound judgment, and handle confidential information.

• Commitment to operational excellence, accountability, and continuous improvement.

• Advanced proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.

• Familiarity with financial reporting, research administration, and institutional management systems.

• Demonstrated ability to balance strategic and management level responsibilities with hands on execution of day-to-day administrative and operational tasks in a dynamic environment.

• Demonstrated ability to guide leadership colleagues on paths to achieving key priorities while staying in compliance with all applicable policies; ability to guide the Center around obstacles in order to achieve success.

• Highly adaptable and proactive, with a willingness to take ownership of both complex projects and routine operational needs, shifting priorities as necessary to ensure effective Center operations.

Equal Opportunity Employer / Disability / Veteran

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