Director, Academic Administration and Finance, Art History and Archaeology

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Salary Range: $105,000 - $125,000

Position Summary

Reporting to the Chair, the Director of Administration and Finance (DAAF) is responsible for the organization and planning of the day-to-day academic and administrative activities of the department, including financial management, personnel management, space management, and the provision of student and faculty services. The DAAF assumes overall responsibility for the department's administrative budget and supervision of the instructional budget, assumes overall responsibility for oversight of all projects in the department, including the department's gift accounts and grants and accounts connected with any special programs. The DAAF works closely with the EVP Office and partners with other offices throughout the University.

The Department of Art History and Archaeology is one of the world's largest, with faculty specializing in art and architecture from the Ancient Near East to contemporary global culture. Its curriculum spans Latin America, Africa, South Asia, East Asia, North America, and Europe. The department offers a renowned PhD program, two MA programs, three undergraduate majors, and two minors. It houses the Mary Griggs Burke Center for Japanese Art, the Media Center for Art History, and currently hosts the Center for Comparative Media. It also teaches and helps administer the Arts and Humanities for the Core Curriculum and offers a wide array of summer courses. Faculty and students excavate, conduct research, and deliver on-site seminars around the world.

Responsibilities

Finance and Operations

• Provide strategic financial planning and forecasting to the Chair by analyzing financial data to inform decision-making. Conduct budget modeling and analysis to anticipate future financial needs and resource availability and manage the department's $10M operating budget.
• In collaboration with the Chair and the budget committee, establish and implement financial policies and practices that ensure equitable resource allocation and compliance with university requirements.
• Assume full responsibility for the department's administrative budget, including gift accounts, discretionary funds, and all pre- and post-award research grants and special programs.
• Proactively partner with university stakeholders to identify and implement process improvements that increase efficiency and operational effectiveness.
• Oversee the department's financial planning and accounting functions; maintain financial reporting and control systems; monitor expenditures; and ensure compliance with university and affiliate policies, procedures, and regulations.
• Conduct monthly project reconciliations and oversee fellowship and assistantship budgets, ensuring accuracy and preventing overdrafts. Manage all budget submission and reporting processes, provide spending recommendations, and proactively resolve financial issues.
• Provide leadership, mentorship, and guidance to the finance team, and partner with the EVP A&S Office to complete year-end financial close. Train and support new finance staff in departmental financial systems, policies, and transactional processes.
• Support the department's alumni and fundraising efforts, including the production of the department's annual newsletter, the Chair's Appeal, gift deposits, donor correspondence, thank you letters, estate funding distribution, and Advisory Council activities. Prepare stewardship reports and student progress reports for donor-funded students.

Academic Administration

• Responsible for hiring, training, and supervising the department's staff and working closely with the EVP A&S offices for the processing of documentation and administration of all faculty, staff, and student appointments; overseeing faculty search activities.
• Oversee all international hires, coordinating with the International Students and Scholars Office (ISSO) in visas, visa renewals, housing, and related paperwork, as well as assisting faculty in immigration processing.
• Collaborate with the Chair and the Academic Affairs Office to complete faculty searches, tenure, academic research appointments, and other academic administration. Oversee adjunct faculty appointment processing, ensuring timely submissions to the Academic Appointments Office.
• Work with the Chair to review curricular planning, curricular proposals, faculty teaching schedules, class times, and room assignments. Plan new program initiatives and direct their implementation.
• Oversee all aspects of admissions and fellowship/assistant awards, including contact with prospective students; advise students and oversee registration procedures.
• Oversee confidential student files and track student rankings, fellowship preferences, and awards.
• Oversee the administrative and human resources functions for the department, including assisting the Chair in determining staffing needs, recognizing staff, and addressing employee concerns.
• Demonstrate day-to-day leadership and guidance to staff by proactively managing and providing clear, timely, and University-compliant solutions on a wide range of administrative and financial matters.
• Provide leadership in administrative affairs, including coaching supervisors, counseling employees, and providing forums for communication and conflict resolution as needed. Partner with the EVP A&S Office to provide training and recommend employee development initiatives as needed.
• Collaborate with University offices and departments to oversee logistics for the smooth operation of the department, including facility needs, maintenance, repair, and minor construction as needed.
• Establish and oversee departmental processes and special projects in alignment with staff roles to support clear communication, organized records, and timely completion of evolving responsibilities.
• Advise faculty, students, and staff on university and departmental policies and procedures, serving as a resource to provide information and help to resolve issues as they arise.
• Foster a collaborative and inclusive workplace environment that is welcoming to students, faculty, staff, alumni, and visitors.
• Oversee the organization and coordination of department activities, including archaeological excavations, travel seminars, symposia, colloquia, and annual receptions.
• Perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree and a minimum of five years of related experience required.

Preferred Qualifications

• Advanced degree in business, higher education administration, or related field.
• Experience in academic administration, finance, or research administration.
• Demonstrated expertise in grants management, sponsored research administration, and strategic financial planning.
• Ability to simplify and communicate complex financial information to diverse stakeholders.
• Experience with electronic funds management.

Other Requirements

• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical, and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Work well in an interactive team environment.
• Working knowledge of PeopleSoft or similar enterprise HRIS, Microsoft Office, and relational databases.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.