- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
Reporting directly to the Division Chief, the administrative coordinator works independently performing a wide range of complex administrative and program support duties, including coordinating meetings and project deliverables and events. Requires outstanding communication and interpersonal skills and ability to promptly provide information and service to a wide range of internal and external contacts. Requires knowledge of the University and departmental policies and procedures.
Meetings and Communications:
-Coordinate meetings and maintain calendars for grant related and division projects. This includes organizing and coordinating online and in person meetings.
-Coordinate and booking of meetings via zoom, ensuring confirmation from attendees and provision of relevant meeting materials.
-Send out meeting agendas, take and disseminate meeting notes and create and maintain project timelines and deliverables.
-Manage website information, newsletters and other communications, including social media, for projects.
-Perform other related duties as assigned by the Division Staff and Departmental Administrator.
-Coordinate and implement logistics for all virtual and online division events, including speaker presentations and agenda, coordinate IT needs, create and distribute publicity, coordinate travel arrangements, process all reimbursements and honorariums and other related duties
-Coordinate and implement logistics for all division sponsored teaching and coursework: manage course related communication, management and dissemination of materials, and organization of meetings.
-Coordinate monthly meetings: coordinate schedules, create zoom meetings and disseminate information; take and distribute meeting minutes as needed/
-Create, coordinate and disseminate project related information mailings, and other publicity materials.
Financial/Procurement and Travel:
-Coordinate all travel for faculty, staff and visitors in accordance with University policies.
-Process vendor invoices, travel and business expense reports (TBERs), and check requests for payment/reimbursement by entering information into ARC and uploading requisite support documentation. This includes preparing and processing expense reports for employees and guests/visitors to the department.
-Serve as principal liaison with vendors for order tracking, error corrections, returns, and adjustments.
-Coordinate and place orders with vendors for goods and services. Methods for placing orders include purchase orders (using ARC), p-card, telephone, Internet, and occasionally traveling to vendor stores to place/pickup orders. Electronically file all associated paperwork (in the departmental document vault) and enter all transaction details into departmental financial database (shadow system). Update and maintain information as needed.
-Reconcile p-card purchases daily using the University’s online financial management tool (ARC) and the departmental financial database.
Bachelor’s Degree or equivalent in education and experience plus a minimum of two years of related work experience.
Experience in an academic setting is preferred.
Must have experience with calendaring using Outlook and managing schedules.
Must have outstanding interpersonal, oral, and communication skills and demonstrate the highest level of professionalism.
Must be able to synthesize information and to write in a clear, concise, informative and professional manner.
Must respond to assignments promptly and have proven ability to take initiative and meet deadlines.
Must have excellent knowledge and experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat (know how to create and manipulate PDF files). Knowledge of document scanning and electronic document management.
Must be able to interact well with a broad spectrum of people. Be highly organized and highly proactive. Must be detail oriented and possess analytical skills. Ability to work independently and multi-task are key qualities that are desired.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.