Experience Inc. Jobs

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000 - $86,000

Position Summary

Alliance is an innovative academic joint-venture between Columbia University and three major French Higher Education Institutions: Ecole Polytechnique, Sciences Po, and Paris 1 Pantheon-Sorbonne University.

Reporting to the Director of the Alliance Program, the Assistant Director, Operations and Finance is responsible for the oversight and management of the Program's day-to-day operations, students advising, financial transactions, grants management and accounting practices. The Assistant Director assists the Director with strategic financial and grant analysis, financial reporting, grants management and budget development and management. The incumbent develops internal control protocols to ensure alignment with the policies and procedures established by the Columbia University Finance Division.

Responsibilities

Operations Management

Alliance Grants

• Runs and reviews the annual Alliance Grant Calls: Joint Projects, Doctoral Mobility, and Visiting Professors
• Processes grants distributions and ensure the accuracy and timely management of accounts payable requests in Concur and ARC
• Provides orientation and support to the mobility of faculty members and students of the four-member institutions in New York and Paris
• Collaborates with the University's Office of Human Resources and the International Student's and Scholars Office to manage the logistics of hosting Visiting Professors and students, providing guidance on University financial processes, coordinating with ISSO and host departments for visas, funding confirmation, and filing activity reports
• Organizes and takes part in meetings with Alliance grantees (Visiting Professors, Researchers and Doctoral Mobility students)

Research and Project Management

• Undertakes research on foundations and grant opportunities to support Alliance-initiated joint research projects
• Supports the grant-writing process undertaken by the Alliance Director and Alliance community researchers on both sides of the Atlantic
• Researches themes for the Alliance Vis A Vis podcast. Undertakes research on speakers and contributing background and questions for the interviews
• Supports the organization of academic workshops and public events, including liaising with speakers, dissemination, and liaising with partners
• Manages the Alliance regular programs: Internships, Travel Grants, and Students Projects
• Oversees the production of the Alliance Annual Report (including content gathering, liaising with contributors, and dissemination)

Alliance Network

• Manages the Alliance biannual executive and scientific committee meetings and other events sponsored or co-sponsored by faculty, students and partner organizations. Prepares materials for Alliance biannual executive and scientific committees
• Organizes visits for Alliance partner organizations and French political and diplomatic officials (setting up meetings and managing campus tours and visit programs)

Financial Management

• In coordination with the Office of the Provost, the Assistant Director creates, administers and maintains the Alliance Program operating budget at Columbia University, including the management of resource allocations and reconciliation such as endowments, unrestricted funds, and gifts
• Collaborates with Alliance partners to monitor financial activity, draft financial reports and interpret annual financial statements
• Prepares the annual budget submission in accordance with University and grantee guidelines. Performs ongoing budget tool updates and adjustments as needed throughout budgetary cycle
• Conducts monthly, quarterly, and annual reconciliation reports, using data extracted from the University financial accounting system
• Authorizes standard and recurrent financial transactions in accordance with university procedures
• Manages P-card and Corporate Card for the program

Performs other duties as assigned or requested.

Minimum Qualifications

Bachelor's degree or equivalent in education and/or experience plus a minimum of two years related experience.

Strong verbal and written communication and interpersonal skills essential. Capable of independent work coordinating multiple responsibilities often with competing priorities. Must be able to work collaboratively in a multi-cultural environment. Must exercise good judgment and maintain confidentiality. Must be detail-oriented and have strong organizational skills. Must have proficiency with Excel. Must have financial and accountancy literacy (US and French) as well as Internet and related technology skills (especially social media). Fluent in French and English.

Preferred Qualifications

Past experience working in an academic environment. Master's degree preferred. Personal experience of the French Higher education system.