Financial Coordinator, Department of Ecology, Evolution, and Environmental Biology

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $60,259 - $62,000

Position Summary

Reporting to the Director of Academic Administration and Finance and the Business Manager, the Coordinator provides in-person, front-facing administrative, financial, and event coordination services to the Department of Ecology, Evolution, and Environmental Biology. The Coordinator possesses excellent business communication and customer service skills to support the department's mission of excellence in research and education.

Established in 2001, the Department of Ecology, Evolution, and Environmental Biology (E3B) at Columbia University focuses on ecology, evolutionary biology, and environmental biology, which constitute a distinct subdivision of the biological sciences with its own set of intellectual foci, theoretical foundations, scales of analysis, and methodologies. The E3B community offers academic excellence in a range of natural and social science disciplines that are directly related to biodiversity conservation, including evolution, systematics, genetics, behavioral ecology, public health, business, economics, political science, anthropology, and public and international policy.

Responsibilities

• Provide administrative and financial support to faculty, postdoctoral researchers, Postbaccalaureate, MA, and PhD programs. Serve as the initiator for all transactions in the University's financial and procurement systems (ARC, PAC, Concur, etc.).
• Coordinate and track Arts and Sciences and departmental reimbursement programs for student research and conference travel.
• Process Work Study, temporary help, and student research worker hires and payrolls; perform monthly account reconciliations; research and resolve problems with open commitments and overdrafts; and correct via Journal Voucher or ITF.
• Manage the complex purchasing process of scientific, laboratory, and computer equipment and research services using sponsored funds using Columbia's requisition and purchase order process.
• Obtain appropriate PI approval for all expenses and transactions on Sponsored Projects. Processes sub-award invoices and initiate check requests in ARC.
• Communicate department and University purchasing and reimbursement policies to faculty and students professionally and consistently. Assist the Department Administrator and other colleagues with streamlining and automating departmental requests using Google Forms.
• Approve payment and procurement requests, including check requests, purchase orders, requisitions, invoices, reimbursements, and travel and business expenses.
• Ensure the timely submission of all required paperwork for vendor setup, wire requests, reimbursements, and invoice payments. Set up vendors in PaymentWorks.
• Research and independently reconcile discrepancies and disagreements between external vendors, central procurement, faculty, staff, and students regarding the status of their payment requests.
• Manage the visa application process for faculty and department researchers in close collaboration with the International Students & Scholars Office (ISSO), manage.
• Maintain and procure office inventory, equipment and supplies.
• Responsible for space management, overseeing maintenance and repair of office equipment and furniture, and preparing and tracking facility service requests.
• Responsible for scheduling the two department vehicles and maintaining the vehicle spreadsheet. Closely collaborate with Columbia Fleet Management to reconcile EZ Pass and vehicle gas cards. Work with the Office of Risk Management to secure vehicle registration and schedule inspections annually.
• Assist with seminar and PhD exit talk presentations, department Zoom account, and cloud recordings. Set up, repair, and troubleshoot electronic/audio-visual equipment in the department.
• Assist with scheduling and coordinating weekly seminars, travel arrangements, and expense reimbursements for guest speakers. Manage food and catering for special events; send out RSVPs to confirm attendance.
• Assist the Program Manager in maintaining the department's website and social media platforms.
• Explain policies and procedures to students. Answer telephones and respond to walk-in visitors.
• Perform other duties as assigned.

Minimum Qualifications

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  High School diploma or its equivalent, and three years related experience.

  
  

Preferred Qualifications

• Some college preferred.

Other Requirements

• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Work well in an interactive team environment.
• Working knowledge of database programs.
• Ability to interpret accounting and purchasing policies.

Equal Opportunity Employer / Disability / Veteran

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