Department Administrator, Community Safety (Payroll & Record Keeping)

If you are a current Barnard College employee, please use the internal career site to apply for this position.

Job:

Department Administrator, Community Safety (Payroll & Record Keeping)

Job Summary:

Barnard College’s CARES (Community Accountability, Response, and Emergency Services) department promotes safety for the Barnard community across all elements: physical, fire and life, structural, interpersonal, and psychosocial.

Reporting to the Associate Director of Administration for CARES, the Department Administrator supports the administrative functions of the department, including Community Safety staff payroll and record keeping; scheduling of staff; budgeting and processing invoices and purchase orders; and unit communications and coordination. The Department Administrator will provide coordination between all CARES units, and campus partners including but not limited to Finance, Human Resources, Facilities Management, Procurement, Campus Operations/Risk Management.

Job Description:

General responsibilities include, but are not limited to:

• Support Associate Director of Administration, or designee, with union staff scheduling functions, including, but not limited to, record keeping for staff absences, overseeing the projected overtime and regular overtime calls and processes, and confirming coverage of employees who are assigned to work. Document and maintain accurate records of all attempts for scheduling following OT guidelines in the CBA, and escalate as needed.

• Maintain and process attendance and payroll records for regular union staff payroll, including verification of hours worked, schedule and unscheduled absences, and leave management pay with relevant supervisory staff as needed. Collaborate with relevant campus offices, such as  HR and Payroll.

• Review logs and maintain record keeping for Community Safety related to unionized staff, including, but not limited to, schedule templates, electronic logs, forms and electronic communications with staff (i.e. phone logs such as Ring Central). Prepare reports, metrics and documentation upon request.

• Maintain office files related to employee issues such as confidential personnel matters, sick notes, leave information, etc. Observe retention schedule of documents and information for department record keeping. Responsible for coordinating regular review of records to update and/or archive appropriately.

• Maintain and update electronic operating budgets and report any questions, unauthorized charges, invoices and discrepancies immediately. Process and maintain purchase orders and invoices in a timely fashion to avoid additional fees, expenses or disruption of services.

• Review all expenses and process monthly reconciliations of expenses in a timely fashion. Report and review with Associate Director of Administration, or designee, overages of Purchase Orders, unexpected invoices/costs, and other outliers 

• Under the direction of the Associate Director of Administration, or designee, assist with researching vendors, obtaining quotes and other related project management support. Provide routine assistance with regular equipment and supply purchases, inventory and maintenance.

• Maintain and update tracking of department contracts with vendors and partners. Monitor contract expirations and/or renewals in coordination with contract leads and the office of the General Counsel. 

• Support relevant outreach to key stakeholders, including students, faculty, staff, vendors and community partners.

• Act as a customer service conduit with regard to all employee, external and internal stakeholders and Community Safety leadership. Respond to inquiries and requests for information, as requested and in a timely fashion.

• Contribute to the maintenance of the department internal and external web pages. Update website as required and coordinate content as needed with Communications.

• Assist with scheduling of spaces for department initiatives, such as inter and intra department meetings or similar events. 

• Contribute to department planning and training, in collaboration with other staff as directed.

• Contribute to maintenance of access control information and electronic records including, but not limited to, support of card reader access (Lenel) technology.

• Support department operational needs, including safety contributions to campus events and activities including, but not limited to, residential move in/out, orientation, and commencement.  

• Provide high level, confidential administrative support. 

• Other duties and special projects as assigned.

Skills, Qualifications & Requirements:

Knowledge, Skills & Abilities:

• Ability to organize work, set priorities, and follow through on projects proactively, requiring meticulous attention to accuracy and detail.

• Ability to communicate effectively both orally and in writing, with diverse campus and community constituents.

• Ability to maintain diplomacy and fairness by listening, understanding and collaborating with College stakeholders.

• Ability to understand the concepts of institutional and structural racism and bias and their impact on underserved and underrepresented communities.

• Ability to show empathy, maintain boundaries of accountability, and be nonjudgmental towards anxious, emotional, or distressed individuals.

• Extensive experience and proficiency with the Microsoft Office Suite of computer programs such as Word, Excel, and Powerpoint. Familiarity with Google Suite, including the calendar system, Google Drive and related tools.  Knowledge of web programs and payroll systems and scheduling systems preferred. 

• Demonstrated aptitude for supporting and training others in consistent use of software, and electronic documentation.

• Strong analytical skills and the ability to explain processes.  

• Ability to meet deadlines and work well under pressure, both independently and as part of a team.

• Demonstrated experience of ability to protect privacy, exercise discretion, and to maintain strict confidentiality of records.

• Demonstrated ability to work with and track budgets, attending to work flow and necessary adjustments to work within projected totals.

Qualifications:

• Bachelor’s degree or equivalent years of experience

• Minimum three years of experience with record keeping and related responsibilities  

• Must have the ability and willingness to work in an active environment, adapt to changing needs and support 24-hour operations.

• Detail-oriented and ability to multitask.  Prior experience with budgets and processing invoices in centralized systems.

• Demonstrated experience communicating and supporting diverse internal and external populations..

Preferred Qualifications:

• Experience working in Higher Education

• Experience with time keeping for shift work in a unionized environment preferred. 

• Experience with safety, security, and/or emergency response operations.

• Experience using Workday

Work Arrangement Details:

• 12-month position, full-time 35 hours per week

• Schedule: Sunday through Thursday; regular days off Friday and Saturday

• Hours can be 9am - 5pm or flexible (option of 8am - 4pm)

• An in person presence in the office is required Monday -Thursday. Sunday can be a remote day.

• This job is hybrid, but may require a presence in the office up to five times a week, including for team and full staff meetings and other times as directed by the supervisor.

• Occasional evening work depending on the needs of the department/College 

Salary: $66,000 - $72,000 annually

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Company:

Barnard College

Time Type:

Full time

Salary : $66,000 - $72,000