Manager, Financial Operations

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: 85,000-110,000

Position Summary

The Procurement Supervisor, reporting to the Associate Director of Finance for Radiology, oversees all procurement, purchasing, accounts payable, and reimbursement activities for the department. This role ensures efficient coordination of equipment purchases, maintenance contracts, supplies, and inventory to support operational goals. The Supervisor manages Procurement Coordinators, Specialists, and Administrative Aides, and works closely with internal stakeholders and suppliers to ensure timely delivery, cost-effective sourcing, strong cash management, and high customer satisfaction.

Responsibilities

• Plans and coordinates routine purchases for the department and divisions, utilizing the Smartsheet system to assign and track requests, update status, and troubleshoot any issues
• Prioritizes and manages timelines for contract buys and blanket POs.
• Prepares and reviews quotes, sole source justification, and other documents for contracts, equipment, and supplies.
• Works with department managers, administrators, and research Investigators to understand and support their supply needs.
• Assists in the development of specifications for capital equipment and supplies.
• Manages capital purchases and standardizes procurement programs to ensure supplies are obtained at minimum cost.
• Locates, evaluates, and selects sources of supplies for equipment, service and medical/surgical supplies.
• Liaises with central offices, division administrators, department leaders, sales representatives and vendors to review and resolve problems and discrepancies related to purchasing contracts.
• Strategically manages supply chain issues to ensure sufficient stock of high-priority supplies, such as basic lab supplies and PPE.
• Performs other strategic sourcing of high-priority or scare supplies and equipment to ensure department goals are met.

Pcard Maintenance & Oversight

• Maintains and updates the database of department Pcard holders, reconcilers, and approvers, manages new card requests, replacements, closures, and role changes, and manages the monthly Pcard close to ensure minimal departmental infractions.
• Manages the department Corporate Card holder, secures purchases for department & external guests using Corporate card.
• Manage paycard programs for human subjects.
• Manages all departmental Business Office Pcard assigned to central staff serving as backup purchasers, and allocates purchases according to card privileges and limits.
• Audits Pcard purchases at regular intervals to ensure appropriateness of expenses.
• Educates Pcard users on departmental regulations and policies and manages the infraction process.

Reimbursement Activity

• Manages departmental reimbursement process, serving as first-level financial approver and troubleshooting issues with the Concur system as needed.
• Provides education on the Concur system to departmental users (expense users, delegates, reviewers, and approvers).

Budget & Finance

• Assist with PO accruals, journal entries, and financial systems access
• Researches and re-allocates past purchases as necessary to appropriate chart strings
• Manages year-end close process in conjunction with Associate Director of Finance for Radiology, tracks open commitments at regular intervals and at year end

Staff Management

• Supervise procurement support team tracks time away and coverage, and manages performance issues as needed.
• Establishes goals and metrics for procurement team to maximize productivity and efficiency.
• Coaches, teaches, and mentors procurement team to achieve professional growth and accomplishment.

Other

• Researches and communicates product information; assists establishing programs and techniques and presents savings opportunities.
• Maintains up-to-date knowledge on institutional and departmental policies, methods and procedures.
• Coordinate with Central Offices Pcard Administration, Accounts Payable, Controller, etc., to onboard new vendors, route contracts, ensure purchases are being processed and provide backup documentation for audits as needed.
• Other duties as assigned.

Minimum Qualifications

• 
  

  Bachelor's degree or equivalent in education and 3 years of relevant experience

  
  

Preferred Qualifications

• Preferred degree in Business Administration

Other Requirements

• Manage the purchasing systems and procedures
• Excellent interpersonal skills to deal effectively with vendors, department heads.
• Excellent written and oral communication skills.
• Excellent organizational skills and the ability to prioritize multiple tasks, projects and assignments.
• Exceptional attention to detail and accuracy.

Equal Opportunity Employer / Disability / Veteran

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