Executive Director of Faculty Affairs

Columbia University, College of Physicians & Surgeons in New York

Deadline Open until filled
Date Posted January 13, 2014
Type Executive
Salary Commensurate with experience
Employment Type Full-time

Reporting to the Vice Dean for Academic Affairs, the Director is responsible for administering all operational and academic affairs within the office of Faculty Affairs.  Directing a staff of six in all aspects of academic appointments, systems and reporting, providing administrative services to 9000+ faculty, researchers, post docs and student officers at all four schools at CUMC.     


Responsibilities: He/She will direct the department's administrative planning and faculty affairs, maintain reporting and control systems, monitor departmental expenditures, oversee compliance with the policies, procedures and regulations of the University/affiliated organizations/external agencies and assure an efficient, high-functioning infrastructure to support the Department's mission.


Academic Affairs

  • Reviews and signs off on all OFA transactions in a timely manner. 
  • Directs/ manages and educates the staff within the office of Faculty Affairs. 
  • Assures that all email, phone, walk-in inquiries, committee and work group assignments are addressed appropriately and times. 
  • Liaison with the CU Provost Office and other CUMC departments as needed to assure that all HR policies related to officers of instruction and research are adhered to. 
  • Provides advice on conflict resolution, investigations, counseling of faculty, trainees and post-doctoral scientists.. 
  • Establishes good interpersonal relationships by helping people feel valued, appreciated, and included in discussions. 
  • Actively seeks information to understand client circumstances, problems, expectations and needs.  Shares information with clients to build their understanding of issues and capabilities.  Builds rapport and cooperative relationships with clients and responds quickly to meet client needs and resolve problems. 
  • Prioritizes by identifying more critical and less critical activities and assignments.  Adjusts priorities when appropriate.   


Financial Management:

  • Manage the department's finance and accounting practices.
  • Manage revenue/expense reporting and control systems, report generation, forecasting models, and reconciliation procedures for departmental accounts Develop business plans for new and proposed programs; implement marketing plans.
  • Assure that the department budget is submitted in a timely fashion and in compliance withMedicalSchoolguidelines.
  • Monitor, report and explain variances to approved budget; address variances and present alternatives for achieving the goals.
  • Meet fiduciary responsibility for financial controls and comply with all audit requirements.


Human Resources Management:

  • Supervise administrative staff and manage departmental human resource functions such as, recruitment of staff, orientation, payroll, A & P processes and other related functions.
  • Determine the appropriate organizational structure and mix of staff to maximize departmental operations and minimize expenses.
  • Utilize compensation strategies which comply with and further the overall mission of the University, the School and the department.
  • Assure that annual staff performance evaluations are conducted in a timely fashion and that job descriptions are accurate and up-to-date.
  • Assure adherence to CU, CUMC, and Medical School human resource policies and regulations.

Facilities and Information Technology Management:

  • Determines processes or areas that need to be monitored; establishes systems to monitor activities or outputs that are easy to use and that provide timely and pertinent information. 
  • Collects and reviews data for key reports that are accurate and easily processed by end-users.
  • Reviews internal processes on a regular basis to determine progress, anticipate needs, and make necessary adjustments to personnel or processes. 
  • Manage facilities and space for the Department, collaborating with CUMC facilities and space management staff.
  • Develop and monitor a capital plan incorporating short and long term capital needs of the department
  • Responsible for the departmental space and equipment inventories
  • Coordinate with CUMC facilities management on departmental renovation and construction projects.
  • Develop and implement department information technology plan and policies.


Compliance Management:

  • Assure compliance with CU, CUMC,MedicalSchool, NYP, union, and governmental policies, procedures, and regulations related to financial affairs, physician billing at all practice sites, grants and contracts, practice enhancement, and philanthropy matters.
  • Cooperate with all audit requirements and implement all audit recommendations in a timely manner


Development/Strategic Planning:

  • Assist and participate in the formulation of strategic plans for the department; create administrative plans that support the overall goals of the department; coordinate strategic planning processes. 
  • Advise the Vice Dean for Academic Affairs on implementation and monitoring of strategic plans including staffing requirements, faculty recruitment, space assignments, and financial plans necessary to meet goals of plans. 
  • Periodically review administrative structure of the department to assure the structure meets the strategic and operational goals of the department; create and implement revised structures as necessary and appropriate.



  • Master's degree in business administration or similar degree and a minimum of ten years of progressive responsibility in faculty Affairs at a managerial level, preferably in an academic health center.
  • Effective leadership and organizational skills.
  • Proven ability to manage and lead staff in a changing environment.
  • Knowledge, experience and ability to manage complex information and computer systems.
  • Understand managerial accounting and finance
  • Demonstrated ability to work effectively with a diverse population of faculty, staff and students; experienced in the supervision of administrative and support staff personnel.
  • Ability to provide initiative, judgment and creativity in the resolution of complex problems
  • Effective communication/presentation skills, and a proven track record of forming collaborative and effective working relationships with physicians and administrative leaders.
  • Ability to establish realistic and achievable priorities and the ability to lead staff to achieve departmental goals and objectives.
  • Successful completion of a pre-employment medical surveillance and billing compliance clearance required; post-employment HIPAA compliance training required


Apply on line at http://jobs.columbia.edu/applicants/Central?quickFind=139582     

How To Apply

You can apply for this position online at http://jobs.columbia.edu/applicants/Central?quickFind=139582