Financial Operations Manager

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $65,00 to $71,000

Position Summary

Reporting directly to the Director of Finance & Administration, the Financial Operations Manager exercises significant latitude in managing all Accounts Payable processes for a dynamic and complex nanoscience research center, supporting over 38 Principal Investigators (PIs) and their respective lab groups. The incumbent is responsible for managing billing and collections for two recharge centers within the CNI Shared Facilities, serving both internal and external users. Additionally, they will lead a team of 25 student and temporary workers, overseeing their recruitment, hiring, training, time and attendance, and daily supervision. The role requires the application of independent judgment and critical thinking to assess the correctness of work at each stage of the process, ensuring compliance with financial protocols and accuracy in all transactions. The individual will also design and update internal financial system training materials and standard operating procedures for both CNI staff and student workers.

Responsibilities

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  40%-- Billing & Collections for Recharge Centers: Manages internal and external billing and collections for two recharge centers across 117 research groups, with a focus on ensuring accuracy, timeliness, and compliance. The role involves overseeing the generation of invoices, reconciling monthly charges from Badger data downloads, and working directly with PIs to resolve billing issues. The Financial Operations Manager will also manage accounts receivable for the CNI Shared Facilities External Users Program, working with industry and corporate users, as well as external academic/research entities to maintain strong relationships and ensure timely collection. Judgment is required to analyze income fluctuations, monitor accounts, and resolve discrepancies in billing and collections. They will produce detailed financial reports for the CNI Director, evaluating billing status based on ARC, Badger, and collections data.

  
  
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  25% ---Accounts Payable Management and Oversight: Manages and oversees CNI's Accounts Payable workflow, which includes working closely with the CNI Work Study Team to ensure the timely processing of approximately 12,000 vouchers, PO vouchers, check requests, Concur reimbursements, and interdepartmental charges annually. Independently assess the correct coding of all commodities, appropriate labeling of assets/fabrications, and ensure compliance with CU purchasing policies, Federal Uniform Guidance, and export control regulations. Responsible for overseeing multiple stages of reconciliation, including initial and secondary compliance reviews, budget checks, support document uploads, and final data entry for senior manager approval. Exercising judgment is critical to assess and correct discrepancies and ensure compliance with all internal and external guidelines

  
  
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  25%-- Student Workers Program Management: Oversees the CNI's Student Workers Program, including the recruitment, hiring, onboarding, supervision, and hands-on training of over 25 work-study and student casuals, as well as temporary workers annually. Exercise discretion and judgment in assigning work, adjusting schedules based on evolving departmental needs, and ensuring the timely and accurate completion of all tasks. Responsible for monitoring time and attendance, approving bi-weekly payroll, and ensuring that workers adhere to department and University policies. In cases of inappropriate conduct, the Financial Operations Manager must exercise sound judgment in course-correcting, including the possible termination of student workers

  
  
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  7%-- Training and Guidance: Responsible for training new and existing staff on CU financial systems and procedures. This includes providing guidance on payment and reimbursement policies and ensuring staff are updated on any new policies or changes in protocols. The role requires a keen understanding of financial systems and the ability to communicate complex information effectively to staff at all levels

  
  
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  3% --Special Projects and Other Tasks: Assigned special projects and other duties as needed, utilizing judgment to prioritize tasks and ensure efficient completion. These projects may require research, analysis, and coordination with other departments or external entities.

  
  

Minimum Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• At least 2 years of experience in accounts payable, billing, collections, or a related financial field, preferably in a higher education, research, or non-profit setting.
• Demonstrated experience managing complex financial workflows and overseeing financial processes for multiple departments or teams.
• Proven experience supervising and training a diverse team, including student and temporary workers, with the ability to provide hands-on guidance and support.
• Experience in working with financial systems and software such as CU financial systems, Concur, Badger, or similar platforms, with a strong understanding of accounting and financial principles.
• High level of integrity and accountability in handling financial transactions and maintaining confidentiality.
• Ability to think critically and make decisions independently, balancing regulatory requirements with operational needs.
• Proven problem-solving skills, with the ability to identify issues, analyze data, and implement solutions.
• Previous experience working in a research or scientific environment is preferred but not required.
• Strong knowledge of accounting principles, accounts payable processes, billing and collections practices, and budgeting.
• Ability to exercise sound judgment to ensure accuracy, compliance, and appropriateness of work at all stages of financial processes.
• Familiarity with Federal Uniform Guidance, CU purchasing policies, export control regulations, and other compliance-related standards.
• Proficient in Microsoft Office Suite, particularly Excel (advanced skills in spreadsheet management, data analysis, and reporting).
• Excellent communication skills, with the ability to provide clear instructions, explanations, and training to staff at various levels of expertise.
• Ability to manage multiple tasks and priorities in a fast-paced environment, with a high degree of attention to detail and accuracy.
• Strong interpersonal skills with the ability to build and maintain relationships with internal stakeholders (PIs, staff, student workers) and external partners (industry and academic users).

Equal Opportunity Employer / Disability / Veteran

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