Director of Academic Administration

Teachers College, Columbia University•New York, NY

7d•Hybrid

About The Position

The Department of Biobehavioral Sciences at Teachers College, Columbia University, is seeking a Director of Academic Administration (DAA) who will serve as the administrative lead for the department, providing comprehensive oversight and coordination of all financial, human resources, operational, and administrative functions. Reporting to the Department Chair, the incumbent will serve as a crucial liaison between the academic department, the Department Chair, and other departments across the College, ensuring efficient and effective daily operations and strategic alignment. The successful candidate will navigate complex higher education systems to manage departmental budgets, faculty actions, staff management, and student support with a high degree of competence and discretion.

Requirements

Bachelor’s degree or an equivalent combination of education, training, and relevant experience
4–7 years of progressively responsible experience in academic administration, higher education management, nonprofit administration, or a related field
Demonstrated experience in office and staff management, including direct supervision, staff development, and performance management
Substantial experience in budget administration, including but not limited to managing or supporting budgets, grants, or restricted funds, from forecasting and preparation to monitoring expenditures and ensuring compliance with institutional or funding guidelines, and reconciliation of restricted funds
Proficiency in standard office technologies, including Microsoft Office or Google Workspace, and the ability to quickly learn and adapt to new systems and technologies.
Strong interpersonal and communication skills (both written and verbal), with the ability to clearly convey complex information to diverse audiences, including faculty, staff, students and other stakeholders
Strong analytical and critical thinking skills, with the ability to interpret data and make informed recommendations
Excellent organizational, problem-solving and time-management skills, with the ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment
Ability to exercise sound judgment, diplomacy, and discretion while maintaining strict confidentiality when handling sensitive information
Experience working with external partners and vendors, in support of institutional programs or initiatives
Experience supporting recruitment, onboarding, and training of staff or student employees
Demonstrated ability to work independently while also contributing effectively as part of a collaborative team
Demonstrated ability to anticipate operational needs and proactively develop solutions to support program or departmental goals

Nice To Haves

Master's degree in Higher Education Administration, Business Administration, Public Administration, or a related field
Direct experience in HR, Academic Administration, or Student Affairs within a university or nonprofit setting
Proficiency in higher education ERP systems (e.g., Banner, PageUp) and Content Management Systems (CMS) such as Canva for web and newsletter updates
Experience supporting accreditation processes, institutional reporting, and the collection, analysis, and submission of data required for compliance with accrediting bodies or internal assessment efforts
Proven ability to build and maintain tracking tools and workflows that improve departmental efficiency
Experience coordinating complex administrative operations, including project management, event coordination, or program administration in an academic or nonprofit setting

Responsibilities

Facilitate and coordinate budget preparation and administration for the academic department
Collaborate with programs to identify needs and budgetary limitations
Manage the budgetary lifecycle to include the preparation, distribution and justification of departmental funding requests
Monitor and administer budgets within the department, including salaried and non-salaried items; review and approve budgeted actions
Analyze and prepare recommendations to the Office of the Provost on non-budgeted actions
Develop and implement systems to enhance fiscal control, streamline processing, and ensure compliance with College policies
Coordinate the purchase and maintenance of equipment and facilities
Monitor and assist with information regarding faculty professional development and grant funds
Submit stipend awards from department-endowed funds
Manage non-operational budget resources from internal and external grants, gifts and contracts
Oversee work study funding allocations
Approve both reimbursement and purchase requests
Coordinate contracts, invoices & payments for independent contractors and vendors
Manage all departmental faculty processes, including faculty overages, all of the HR hiring processes, course buyouts, and other matters that arise
Manage the department's financial aid budget, including financial support packages for doctoral students and associated personnel appointments
Manage the hiring process for all full-time, part-time, and student staff
Provide comprehensive administrative support for faculty searches, including the completion of all necessary forms and appointment requests
Oversee all personnel actions, including appointments of full-time faculty, part-time faculty, and student and non-student employees paid via the department’s operational budget and non-operational resources administered by the department
Support incoming faculty, administrative, and student staff to ensure a seamless transition to TC and department processes
Act as a liaison between the department and all stakeholders
Direct all departmental administrative functions, including finance, human resources, and policy coordination, while troubleshooting operational issues as they arise
Supervise the administrative team to foster a productive work environment and manage personnel actions, including hiring, training, performance appraisals, and conflict mediation
Approve timesheets for full-time and work-study staff, ensuring accurate record-keeping and monitoring of allocated hours
Provide administrative direction and support for all instructional, research, and service programs within the department
Direct the information gathering from department chair, program directors, and faculty for changes in curricula or courses and coordinate schedule of classes; manage computerized information systems within the department
Serve as liaison with other college and university departments on behalf of the academic department and/or department chair
Continuously analyze and improve departmental workflows and organizational structures to enhance overall efficiency
Coordinate the collection and dissemination of critical information for surveys and accreditation, including fiscal data, operational expenses, salaries, student profiles/assessments, enrollments, student costs, and curriculum details
Oversee the execution of all departmental record-keeping systems
Manage the updates for department, program, and faculty websites
Monitor office space for the department
Attend department faculty meetings and program meetings (as requested)
Answer faculty and student questions and/or help them find the answers they need
Assist the Department Chair in formulating and analyzing policies to determine short-term and long-range financial and organizational implications and evaluate the effects of those policies, locally and College-wide
Contribute to the development and implementation of new departmental projects and/or programs
Partner with the Office of Enrollment Management to identify action items and help coordinate and implement them with the programs within the department
In conjunction with the Department Chair and program directors, organize and support advisement activities, including academic advisement, scholarship nominations, awards, and student examination/certification processes
Coordinate special functions such as committee meetings, department events, student orientation, and Open House; provide administrative support for student outreach and communication; design and production of department and program publications, including yearly catalog, directories, and web updates
Attend DAA meetings and represent the department as needed across the College
Other duties as assigned