"Division Administrator"

Position Summary

Reporting to the Associate Director (AD) and is responsible for the day-to-day administration of a large, active research division. Serves as the primary liaison between the PIs and LDEO Administration, and coordinates with Climate School and Morningside administrative offices as needed. Supervises Administrative Coordinator and/or Administrative Assistant to accomplish the following duties and responsibilities.

Responsibilities

Financial Management:

• Responsible for developing and updating the division budget on an ongoing basis using best available information from PIs. Responsible for processing expenditure corrections & other adjustments when PIs identify inaccuracies in quarterly financial statements.
• Budget Development: Develops Divisional fiscal year budget and submits to Finance Office according to the annual budget calendar. Works with PIs to determine anticipated expenditures for existing projects and to develop proxy budgets.
• Budget Monitoring: Monitors financial activity in ARC monthly. Identifies errors and alerts PI. Provides updates to Finance Office at least quarterly to incorporate new information. Conducts a detailed review of anticipated year-end expenditures at the end of Q2 for a meeting with the Directorate. Monitors PI institutional projects in ARC monthly.
• Salary Budgeting: Works with PIs to plan/identify/approve salary assignments and enter that data into PAC for approval and processing. Identify and notify AD of gaps in funding/bridge funding request and assist in finding solutions/moving these requests forward.
• Audits: Works with PIs, Division AD, and Directorate on projects/expenses flagged for audit.

Sponsored Research (Administration and Finance)

• Pre-award: Interprets proposal announcements, coordinates budget & proposal preparation, and works with Office of Research to submit proposals on time.
• Post-award: Responsible for ensuring project compliance with University policies & sponsor terms and conditions. Monitors financial statements monthly. Designs/develops/maintains internal spreadsheets for tracking and monitoring of all Sponsored and non-Sponsored Research reports, including subawards. Works with SPF on project reconciliation, confirms annual expenses, and final sponsored project closeouts. Manages/tracks subaward invoicing. Serves as coordinator for annual effort reporting certification.
• Project Management: Responsible for assigning salaries to projects and keeping payroll suspense at or near zero each month. Informs PIs and AD of administrative problems and/or conflicts.

Human Resources

• Coordinates the annual performance review process within the Division. Works with HR, Division AD, and the Directorate on recruitment, promotion, retention, and termination. Advises AD and PIs on type of appointment, leaves of absence, and salary/grade level where required and aids in drafting memos/confirming funding sources.

Planning and Development:

• Advises AD on division planning. Works with the AD and others to support Division, Observatory, and University initiatives. Assists AD with the management of division discretionary accounts and other division resources. Organizes divisional meetings/gatherings.

Space Management:

• Coordinates capital projects with AD, Facilities and PIs. Coordinates maintenance of departmental office equipment and public rooms. Coordinates and completes the Columbia University Space Inventory. Maintains/plans office space for division members.

Supervises small (1 to 3) administrative support staff.

Performs other duties as assigned.

Minimum Qualifications

Bachelor’s degree or equivalent experience required and three to five years’ experience in financial administration, budget preparation and management related to the performance of federal contracts and grants; strong communication and interpersonal skills required. Advanced degree (MPA, MBA) preferred. Familiarity with standard office software required; should have advanced proficiency in Microsoft Excel. High level of confidentiality is essential.

Preferred Qualifications

Type preferred qualifications

Other Requirements

Type other requirements and/or special indicators if CUIMC

Salary Range

104,000-114,000

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.

Job Details

• Posted: 23-Oct-25
• Location: New York, New York
• Type: Full-time
• Categories: Staff/Administrative
• Internal Number: 553450
• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: