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.