Associate Dean, Administrative Affairs and Chief Administrative Officer

Position description

The Columbia University Graduate School of Journalism is currently seeking a Chief Administrative Officer (CAO). A member of the senior management team reporting directly to the Dean, the Associate Dean of Administrative Affairs at the Graduate School of Journalism acts as chief administrative officer with overall responsibility for financial and administrative services, including budget development, financial management and reporting, fiscal operations and auditing, capital projects, facilities, and  events and technology management. The incumbent will work closely with the Dean and other senior staff to sustain the momentum for new and ongoing initiatives and to direct an administrative and financial infrastructure that strengthens and supports the School’s mission of educating future leaders of journalism. The incumbent will play an active role in strategic planning, in creating and implementing policies and procedures, and in serving as liaison to the larger campus administration. The budget of the School is approximately $50 million.

The responsibilities and requirements for this position can be found below. Salary Range: $220,00–$250,000.

CHARACTERISTIC DUTIES

Budget Planning and Finance

Directs the School’s strategic, operational, and financial planning processes. Manages the accounting/finance function, maintains financial management reporting and control systems, monitors unit expenditures, and oversees compliance with institutional policies and external regulations. Develops, implements, and maintains procedures and processes toward the goal of ensuring an efficient, high-functioning infrastructure to support the School’s goals and objectives.

Manages the department’s finance and accounting practices as well as its financial relationships with departments, schools, and other affiliated organizations; manages revenue/expense reporting, forecasting, and reconciliation procedures; submits the department budget in a timely fashion and in compliance with University guidelines; monitors, reports, and presents alternatives for budget variances; provides oversight and administrative direction for all grant and contract management activity; assures compliance with University and funding agency regulations.

Partners with other School administrators and faculty to give financial advice and expertise as new programs are developed, to set a high standard in the provision of services and accountability, and to ensure the ongoing improvement of systems affecting every department of the School. Special focus on ensuring Development projections and proposals reflect the most up-to-date assumptions and guiding the Admissions office on its enrollment and financial aid projections.

Assures compliance with University and governmental policies, procedures, and regulations; cooperates with all audit requirements; and implements all audit recommendations in a timely manner. Is the primary contact for all central University financial functions including Audit, Budget, Controller, Endowment Compliance, and Sponsored Project Finance.

 

Building Operations and Capital Projects

Responsible for capital project planning, financing, and implementation. Acts as primary liaison for the School with the University Construction project team, University Facilities staff, and other contractors on capital project planning and implementation.

Directs building operations processes and protocols to ensure that School buildings are maintained in good repair and appropriately outfitted for instructional and other appropriate uses to support smooth running of academic and administrative functions of the School. Manages the vendor who runs the café at the School to ensure proper service and meet revenue targets.

In conjunction with the Academic Dean, oversees space allocation and planning for optimal utilization for classrooms, conference rooms, and administrative and faculty offices.

 

IT and Broadcast Technology

Oversees the infrastructure of the School’s information technology and broadcast programs, and related assets, and staff, including the usage of equipment and staff resources in support of teaching, learning, and administration. Special focus on remote and asynchronous learning technologies both inside and outside the classroom. 

Oversees continuous improvement of technology infrastructure serving both academic and administrative functions. Develops and implements departmental technology upgrade plans that maintain the School at the forefront of newsroom technology and ensure that policies are maintained to reflect the changing security and privacy environment.

 

Events

Oversees the Journalism School’s special events, rental events, and lectures, with a responsibility to generate up to $500K a year in revenue and with an eye toward strengthening the School’s brand and visibility.

Performs other related duties and manages special duties as required.

 

SUPERVISION EXERCISED

Manages five direct reports; responsible for the oversight of Finance and Budget Planning, Building Operations, Events, IT and Broadcast Technology

 

MINIMUM QUALIFICATIONS

Education:      Bachelor’s degree required; advanced degree is highly desirable

Experience:     10 years of related experience is required

Other Skills:   

                        Thorough knowledge of and experience in budget development and management; demonstrated leadership and progressively greater responsibility for the administrative services and fiscal affairs of a large and complex organization; the ability to supervise effectively and to establish good working relationships with faculty, staff, students, alumni, and other academic groups; the ability to become familiar quickly with the rules, regulations, policies, and laws governing the receipt and expenditure of funds, human resources, and other management activities; knowledge of and ability to integrate state-of-the-art technology into accounting and budget management processes; and experience in managing facilities and involvement in capital project planning, financing, and implementation.

Application instructions

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