Director of Administration

* Job Type: Officer of Administration

* Regular/Temporary:
Regular

* Hours Per Week: 35

* Salary Range: $74,600 - $90,000/Annually

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

The Director of Administration serves as a key member of the Enrollment Group's leadership team, providing strategic and operational oversight across finance, human resources, and administrative functions for Undergraduate Admissions, the Visitors Center, and Financial Aid and Educational Financing. This position ensures efficient use of University resources, sound fiscal management, and consistent administrative practices that support the Enrollment Group's mission and the College's operational goals.

The Director partners closely with Columbia College's Office of the Dean and to maintain a culture of excellence, accountability, and service.

Reporting to the Executive Director of Undergraduate Admissions, and jointly to the Columbia College Office of the Dean through the Chief Financial and Administrative Officer, the Director of Administration leads the financial administration function for the Enrollment Group (Admissions, Financial Aid and Visitors Center). The incumbent will collaborate with leadership members on strategic planning, fiscal oversight, staff acquisition and management activities, and overall operational effectiveness, ensuring compliance with University and College policies.

Responsibilities

Finance and Budget Management

* Provides comprehensive financial oversight and management for all Enrollment Group units (Admissions, Financial Aid, and Visitors Center), encompassing approximately 36 distinct chart strings.

* Manage all aspects of budget development, allocation, monitoring, and fiscal year close in coordination with Columbia College Finance.

* Develop and maintain expertise in financial processes and policies.

* Participate in College and University initiatives to improve financial accountability at all levels of fiscal responsibility.

* Track expenditures against general ledger postings; prepare and process expense and cost transfers.

* Review and approve requisitions, vouchers, purchase orders, and Concur expense reports; oversee P-Card transactions and corporate card administration.

* Compile and submit financial documentation, including ARC vendor IDs, chart strings, and supporting information for payment processing.

* Review and manage vendor onboarding through Payment Works; monitor contract and requisition approvals.

* Reconcile monthly financial statements; analyze budget variances and produce reports for leadership review.

* Collaborate with Finance and leadership on re-forecasting, fiscal planning, and identifying trends that inform budgetary decisions.

* Present annually on Columbia's business and expense policies; advise staff on financial policy interpretation and compliance.

* Coordinate departmental orders with the Columbia Bookstore; process check deposits and personal expense reimbursements.

* Manage fiscal processes related to technology renewals (e.g., Zoom licenses) and liaise with Columbia College Finance on troubleshooting issues and best practices.

Human Resources Administration

* In collaboration with Columbia College Human Resources (CCHR), leads HR administration for the Enrollment Group, ensuring alignment with University and College policies, and fostering a supportive and organized work environment.

* Support Operations leadership in HR matters.

* Oversee onboarding and offboarding activities, including technology setup, system access, corporate cards, and return of University property.

* Review and approve adjunct and super-adjunct timesheets (approximately 20 individuals) and confirm student payroll with the VC/RC teams.

* Develop and maintain Enrollment Group policies related to time-off, vacation scheduling, and local administrative practices.

* Coordinate with CCHR on service milestones, staff recognition, and annual celebrations, including diploma frames, service pins, and cards.

* Maintain organizational charts, staff directories, and emergency contact lists.

* Submit CCIT Jira or CUIT Service Now requests for staff technology needs (e.g., Adobe Pro accounts).

Facilities and Office Operations

* Oversees facilities, office management, and operational logistics to ensure a safe, efficient, and well-supported working environment.

* Coordinate with University Facilities for maintenance, repairs, and space updates across Enrollment Group locations, including Hamilton Hall, Lerner Hall, and the Visitors Center.

* Manage office equipment, furnishings, and technology assets in partnership with CCIT.

* Coordinate early dismissals, phone and door access, and building security updates.

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