• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $72,000 - $82,000

Position Summary

Reporting to the Deputy Director, Accounts Payable, the incumbent serves as the point person for all financial and administrative related manners and activities for the Office of Student Affairs at Columbia Business School including but not limited to the following: accounts payable, purchasing, student club account reconciliations, and expense tracking. The Associate Director will monitor compliance to ensure the school adheres to University purchasing standards, rules, and regulations and must keep updated on University policies and procedures.

Responsibilities

• Independently manages the accurate and prompt processing, verification, and coding of expenses for all invoices, TBERs (travel and business expense reimbursements), check requests, travel advances, and wire transfers in ARC from the time the invoice is received by the Financial Planning Office (FPO) until the corresponding check is drawn. Adheres to and enforces a complex set of University policies and procedures and holds full responsibility for compliance.
• Receives and reviews submissions, provides feedback to requestors on requirements, and processes requests for purchase orders.
• Manages student access and processes their reimbursements in Concur. Maintains compliance with University policies and guidelines and provides training to students on best practices. Manages lists of students, working in partnership with the VPs of student clubs to ensure that appropriate access is given for those seeking reimbursement. Prepares reports for the Senior Executive Director and Directors in the Financial Planning Office as appropriate.
• Interprets established University and School accounting policies for faculty, staff, and students concerning reimbursement of business travel expenses and payment to outside vendors. This may include written policy statements for distribution to all school employees, departmental or small group training, as well as providing individual guidance for specific transactions.
• Maintains active status as Cardholder and Reconciler of both a University Purchasing Card (P-card) and a Travel and Expense Corporate Card. Makes purchases and reconciles transactions on behalf of students, staff, and faculty. Works with other FPO staff as needed to coordinate support of purchase requests and provide prompt and accurate feedback to requestors, including fellow FPO staff, on the availability of funds.
• Oversees, reviews, and approves student reimbursements and payment requests.
• Works with Budget and Reporting to manage, process, and receive approval for Journal Entries in ARC for student clubs. This includes, but is not limited to, working with student club leaders to transfer money to clubs to assist with events. Works with the Budget and Reporting team within FPO to approve the entry. Reviews submissions to ensure accuracy and consistency of data.
• Reviews ARC daily for rejections, corrections, vendor maintenance, voucher and requisition holds to be processed for the Office of Student Affairs. Researches and reconciles discrepancies and disagreements between external vendors, faculty, staff, and students regarding the status of their accounts.
• Monitors the invoice and requisition aging data in ARC and ensures prompt approval and payment of invoices. Provides updates on payment status and responds to inquiries on payment status for internal and external customers.
• Works with OSA, ITG, and other departments as needed to streamline processes and procedures for students' events, financial requests, financial reporting, and approval workflows. Identifies opportunities for process improvements for all financial activities.
• Researches best practices and recommends changes in methods or procedures to improve the efficiency of the accounts payable and procurement functions of the Financial Planning Office. Creates, maintains, and consistently updates resources for efficient internal processing or clarity of submission instructions/guidelines for Business School constituents.
• Establishes and maintains good working relationships with the University's Directors of Accounts Payable, Procurement, and General Accounting. Consults with these offices to clarify University policies and procedures for School faculty, staff, and students.
• Performs other duties as needed and assigned.

Minimum Qualifications

• Bachelor's degree and/or related equivalent experience required. Minimum 3-5 years related experience.
• Prior experience in an accounting or Accounts Payable office.
• Proven experience in the daily processing of large batches of vouchers. Must have knowledge of generally accepted accounting and financial practices (GAAP) to manage and process accurate and timely payments to both external and internal customers.
• Computer literate, proficient in MS Office applications and have familiarity with Enterprise Financial Systems.
• Communicate effectively both verbally and written with a diverse student body and across all levels of the Business School and the University.
• Ability to work independently, maintain confidentiality, make decisions under pressure and exercise tact and diplomacy at all times.

Preferred Qualifications

• Knowledge of and experience with Columbia University financial systems (ARC) is a plus.