Assistant Director, Operations

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Building: John Jay Hall
• Salary Range: $75,000 - $82,000

Position Summary

Reporting to the Sr. Executive Director, Alice! Health Promotion, the Assistant Director of Operations is responsible for the oversight of the programmatic and logistical operations of Alice! Health Promotion.

The incumbent serves as the primary liaison to Columbia Health administrative services including Operations, Finance, Human Resources, IT, and Communications. The Assistant Director collaborates with the entire Alice! Health Promotion department on the planning and implementation of departmental operations. The Assistant Director serves as the hiring manager for all student casual employees and volunteers assigned to full-time professional members of Alice! Health Promotion.

The Assistant Director provides foundational support for the department by developing optimized internal processes and data/document management systems. The incumbent will build relationships with stakeholders across Columbia Health and Columbia University to enhance and align departmental operations with divisional and university-wide objectives.

This is an essential onsite role. Some hybrid options may be considered.

Responsibilities

Alice! Health Promotion Operations (50%)

• In partnership with the Sr. Executive Director, lead organizational and operational effectiveness initiatives through planning, developing, and maintaining work systems; and advocating for resources to foster optimum operational performance.
• In collaboration with Sr. Executive Director, manage core operational needs such as finances, human resources, space, time, and capacity.
• Collaborate across the department to develop and maintain tracking of all Alice! trainings, educational programs, outreach activities, and special projects to ensure cohesion of efforts.
• Develop and maintain standard operating procedures, systems, and processes to encourage the streamlined functioning of Alice! programs and services.
• Optimize and align Alice! processes and workflows internally across functions and externally with other Columbia Health departments.
• Consult and collaborate with Alice! staff on new initiative development, operational workflows, and implementation strategies.
• Lead project management and capacity planning for cross-functional initiatives; automate core processes leveraging digital tools; and lead strategic space planning initiatives for optimal use of limited physical resources.
• Create and maintain knowledge base documentation for training staff on the digital environment and data/file storage systems.
• Develop and maintain data and document management systems (data entry/metrics tracking) to help inform program evaluation and compliance with accreditation standards.
• Compile information from departmental and university records, internet materials, and other resources to provide documentation for audit and quality improvement purposes. Prepare analysis of programmatic operational data and reports.
• Train Alice! team members on finance policies and purchasing processes.
• Plan and execute special events, ad-hoc and special projects, departmental committees, and working groups in collaboration with departmental and divisional stakeholders.
• Support Direct Services on triaging and documenting email, phone, and in-person inquiries.

Management Responsibilities (30%)

• Manage recruitment, hiring, and onboarding process for all Student Casual and Volunteer hires including talent acquisition, processing new hire paperwork, and serving as first point of contact for HR, Payroll, and IT questions.
• Manage payroll processes for all Student Casual employees including timesheets, pay rate changes, and add comp transaction requests.
• Collaborate with hiring managers to manage streamlined recruitment, hiring, and onboarding processes for Officer positions including talent sourcing, interview schedule coordination, and candidate communication.
• Direct, implement and project manage Alice! contributions to Columbia Health divisional projects that address operational or service-delivery initiatives.
• Manage financial transactions such as processing invoices, p-card purchases, orders for supplies and services, travel expense report approvals, and establishing and maintaining Purchase Orders; ensuring compliance with university policies and Columbia Health procedures.
• Collaborate with outside vendors/contractors providing services in support of the initiatives for which Alice! Health Promotion delivers.
• Manage Alice! presence on the Columbia Health website and serve as the lead web editor. Collaborate with Alice! Staff to manage quarterly web refreshes, ad hoc edits, and new page development.

Liaison with Columbia Health Administration and Operations (15%)

• Serve as primary liaison with Columbia Health Finance team on budget reconciliation and projection to develop and meet short-and long-range planning goals for the departmental budget.
• Lead monthly account review with the Finance Team and coordinate budget planning requests with Sr. Executive Director.
• Serve as primary liaison with the Columbia Health Communications team to coordinate Alice! Health Promotion communications in alignment with Columbia Health Communications.
• In partnership with the Senior Health Promotion Specialist, implement marketing and promotion strategies to enhance student well-being; infuse health literacy frameworks into communications projects, web content, and knowledge base documentation.
• Serve as primary liaison with Columbia Health HR on policies and procedures for hiring and lead monthly check-in meetings.
  
  
  
  • Serve as primary liaison with Columbia Health IT and lead monthly check-in meetings. Initiate and manage Alice! Health Promotion IT related projects.
  • Serve as a member of Columbia Health core operations team.
  
  
  
  
• In collaboration with the Sr. Executive Director, serve as primary liaison with Columbia Health Administration on AAAHC planning and preparation efforts.

Perform other duties as assigned. (5%)

Minimum Qualifications

• A bachelor's degree is required.
• Minimum 4 years of experience in higher education operations, healthcare operations, project management, healthcare management, public health, health promotion, social work, or other closely related field.
• Able to manage sensitive and confidential communications with discretion and integrity.
• Demonstrated commitment to diversity and equity and to serving the needs of a diverse student population with cultural humility and sensitivity.
• Demonstrated project, time, and office management skills.
• Ability to work independently and make decisions in accordance with established policies and regulations.
• Ability to work in a highly collaborative team environment.
• Excellent written and oral communication skills.
• Proficiency in handling multiple projects simultaneously and prioritizing tasks.
• Demonstrated ability to triage and respond to individuals in crisis.
• Must be organized and detail-oriented.
• Proficiency in the use of computers and computer applications.
• Some evening and weekend hours required.

Preferred Qualifications

• Master's or advanced degree in higher education operations, healthcare operations, project management, healthcare management, public health, health promotion, social work, or other closely related fields.
• Experience with managing office finances, budgeting, human resources and payroll processes.
• Familiarity with conducting literature reviews and program evaluations, interpreting findings, and developing plans to programmatically and strategically respond to findings.
• Experience desired in web content management and data analysis software.
• Knowledge of web editing, project management tools, and digital communication platforms.
• Supervision experience is preferred.
• National Board-Certified Health & Wellness Coach (NBC-HWC) eligible; or Real Balance Certified Wellness & Health Coach (CWHC).
• CHES/MCHES or CPH certified (or eligible with intent to become certified).

Equal Opportunity Employer / Disability / Veteran

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