Associate Division Administrator

New York State Psychiatry Institute•New York, NY

1d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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
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
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
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