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 full-time Associate Division Administrator to provide operational support for assigned divisions within the Department of Psychiatry and the New York State Psychiatric Institute (NYSPI) at Columbia University Irving Medical Center. Under the direction of the Division Administrator, the role coordinates day-to-day operations and ensures compliance with RFMH, NYSPI, Columbia University, and sponsor policies and procedures. The position supports divisional administration, fiscal administration and grants management, human resources, and operational management and facilities coordination. Responsibilities include supporting budgets and sponsored-project financial reporting, coordinating purchasing and reimbursement processes, preparing personnel documentation, assisting with supervision of clerical and junior administrators, and coordinating facilities and equipment needs. The position is based at 1051 Riverside Drive, New York, NY 10032. RFMH describes itself as a private not-for-profit corporation and states that it offers an excellent benefits package. Its mission is to promote the mental health of New Yorkers, with a focus on hope and recovery for adults with serious mental illness and children with serious emotional disturbances. Applicants with lived mental health experience are encouraged to apply. RFMH emphasizes support for underserved communities and a diverse and inclusive workplace.

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

Master's degree in business administration or healthcare administration.
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.
Applicants with lived mental health experience are encouraged to apply.

Responsibilities

Coordinate day-to-day administrative functions to support smooth and efficient divisional operations.
Implement divisional administrative policies, workflows, and standard operating procedures.
Assist with reports, presentations, data summaries, and documentation for division leadership; maintain divisional records, directories, and administrative documentation.
Serve as an interface between the division, personnel, and other administrative offices within the division.
Assist the Division Administrator with annual operating budgets and quarterly updates.
Support sponsored-project management and financial reporting for active grants; monitor actual results against approved budgets, identify shortfalls, and recommend corrective steps.
Work with the CU financial team and Division Administrator on the annual CU Salary Roster, budget, and effort certification.
Coordinate purchase requisitions, open purchase orders, invoices, travel, and reimbursement processes in accordance with institutional policies.
Help oversee administrative aspects of the residency training program and T32 training grant.
Coordinate resolution of suspense items, overdrafts, and open commitments; prepare monthly P-Card and Amazon reconciliations.
Work with the Office of Sponsored Project to ensure timely submission of required documents.
Track and prepare IACUC/IRB protocols for submission to the appropriate office.
Submit hiring paperwork and prepare visa documentation; submit account-allocation changes, promotion and salary-increase requests, terminations, and other personnel changes.
Prepare job descriptions and requirements for posting.
Assist the Division Administrator in supervising clerical and junior administrators.
Coordinate office moves, upgrades, IT needs, and facilities maintenance within the department.
Assist with inventory, procurement, office supplies, and equipment life-cycle management.
Work with the Division Administrator to coordinate with NYSPI and department operations teams on building space.