Associate Division Administrator

Job Title: Associate Division Administrator Grade: 28 Salary: $109,145-$130,140 The Research Foundation for Mental Hygiene, Inc. is seeking a qualified candidate to fill a full-time Associate Division Administrator position. Under the direction of the Division Administrator, this position will provide operational support for assigned divisions within the Department of Psychiatry and the New York State Psychiatric Institute (NYPI) at the Columbia University Irving Medical Center. The Associate Division Administrator will coordinate day-to-day operations and ensure compliance with all RFMH, NYSPI, Columbia University, and sponsor policies and procedures. Duties And Responsibilities Administrative Coordinate day-to-day administrative functions to ensure smooth, efficient divisional operations Implement administrative policies, workflows and standard operating procedures set forth by the division Assist with the preparation of reports, presentations, data summaries and documentation for division leadership as needed Update divisional records, directories and administrative documentation Interface between the division, personnel, and other administrative offices within the division Fiscal Administration & Grants Management Assist the Division Administrator in the preparation of annual operating budgets and quarterly updates Ensure appropriate sponsored projects management and financial reporting for all active grants; monitor actual results compared to approved budgets; identify shortfalls; recommend steps to correct shortfalls Work closely with CU financial team and the Division Administrator on annual CU Salary Roster, Budget, Effort Certification Coordinate purchase requisition, open PO, invoice, travel and reimbursement processes for the division in accordance to Institutional policies Help oversee all administrative aspects of the residency training program and T32 training grant Coordinate timely resolution of suspense, overdrafts, and closing of open commitments Preparation of monthly P-Card and Amazon reconciliations Work with the Office of Sponsored Project to ensure timely submission of required documents Keep track and prepare IACUC/IRB Protocol for submission to the appropriate office Human Resources Submission of hiring paperwork, preparing visa documentation, submitting changes in account allocations, requests for promotion, salary increases, terminations and other personnel changes Preparation of job description and requirements for posting Assist with the Division Administrator in the supervision of clerical and junior administrators Operational Management and Facilities Coordination Coordinate office moves, upgrades, IT needs and maintenance of facilities within the department Assist with inventory, procurement and office supplies and equipment life-cycle management Work with the DA to help coordinate with NYSPI and department operations teams on building space Minimum Qualifications Bachelor's degree in a relevant field At least (4) years of administrative experience in a large complex academic or research setting working directly with pre-award and post-award research budgets Preferred Qualifications A master's degree in business administration or healthcare administration is preferred Proven ability to manage complex operations and financial portfolios. Strong physician relations and leadership communication skills. Ability to effectively navigate and influence all levels of cross-functional leadership Work Location 1051 Riverside Drive, New York, NY 100032 RFMH is an equal opportunity/affirmative action employer. A critical component of these efforts is ensuring that RFMH is a diverse and inclusive workplace where all employees' unique attributes and skills are valued and utilized to support the mission of the Agency. Excellent Benefits Package. #J-18808-Ljbffr