Posting Summary:
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.

Job Summary/Basic Function:
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.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
Financial & Budget Management:

• 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

Department Recruiting, Hiring & Payment Processes:

• 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

Operational & Administrative Oversight/Staff Management:

• 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

Strategic Planning & Program Support:

• 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

Minimum Qualifications:

• 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

Preferred Qualifications:

• 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

Salary Range:

93,600.00-$ 110,000.00

Work Modality:

Hybrid

Competitive Compensation and Benefits 

The salary range reflects the College’s good faith and reasonable estimate of the compensation for the position at the time of the job posting.  Salary decisions are dependent on several factors including but not limited to market and organizational considerations, experience, and qualifications of a selected candidate as well as internal and external equity.

Our benefits contribute significantly to the total compensation package that includes medical, dental, vision, and supplemental insurance plans; flexible and hybrid work schedules; tuition remission; life insurance; short and long-term disability insurance; an exceptional employer retirement matching program; health savings accounts (HSA), flexible spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a robust Employee Assistance Program (EAP).

Hybrid/Remote

Teachers College maintains a hybrid work environment, which provides employees with flexible work arrangements while ensuring we preserve the important aspects of our unique in-person college-campus culture. Depending on role and business needs, colleagues will either work onsite or in a hybrid model (a combination of in-office and virtual days). Employees are expected to live within a 150-mile radius of the College.