Variable Hours Officer

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Temporary
• End Date if Temporary:
• Hours Per Week: 20
• Standard Work Schedule:
• Building: 617 West 168th Street, 2nd Flr
• Salary Range: $37.00-$37.00

Position Summary

Reporting to the Associate Director of Human Resources and Staff Development for EH&S and interfacing with Associate Manager, Research Safety Operations, the Temporary Research Safety Program Coordinator will provide administrative, operational, and occasional technical/field support to the Research Safety programs (Research Safety and Occupational Health and Safety) during the Senior Research Safety Program Coordinator’s leave of absence. This short-term position assists with safety program administration, data management, work order tracking, communications, meeting preparation, and regulatory documentation. The position will also serve as a liaison between Environmental Health & Safety (EH&S), Facilities Management, the research community, and other stakeholders to support ongoing safety initiatives and ensure continuity of operations.

Responsibilities

Research Safety Support With:

Laboratory Safety Survey Coordination

• Coordinate laboratory survey assignments with Research Safety staff based on campus and departmental coverage needs. (Quarterly, Research Safety Team, Building Laboratories, Admin)
• Prepare and distribute survey notifications and requirements to laboratory personnel across multiple departments and research facilities. (Quarterly, Research Safety Team, Building Laboratories, Admin)
• Track survey assignments and completion status to support ongoing compliance activities. (Weekly, Building Laboratories, Facilities, Admin)
• Activity occurs throughout the year, with coordination efforts typically requiring 1–2 hours per survey cycle.

 Regulatory Documentation

• Enter FDNY inspection records into the LION database on a weekly basis. (Weekly, Research Safety Team, Data Team, Admin)
• Maintain accurate documentation and records of inspections, regulatory activities, and compliance actions. (Daily, Research Safety Team, FDNY, Admin)
• Support data entry and record management for Research Safety programs as needed. (Daily, Research Safety Team, FDNY, Admin)

 Program Communications

• Prepare and maintain weekly Research Safety and Occupational Safety meeting agendas, including updates on regulatory inspections, laboratory operations, fume hood status, accident reports, facility shutdowns, and departmental activities. (Weekly, Research Safety Team, Occupational Safety Team, Admin)
• Compile and distribute routine communications to a broad range of stakeholders, including laboratory personnel, Principal Investigators (PIs), Laboratory Safety Managers (LSMs), Facilities Management, EH&S staff, and University departments (as needed).
• Generate and distribute quarterly laboratory compliance notifications using established reports, data extracts, templates, and automated processes to communicate safety and regulatory requirements to research personnel. (Quarterly, Research Safety Team, Occupational Safety Team, Facilities, Laboratories, Admin)
• Coordinate communications related to laboratory surveys, FDNY inspections, facility shutdowns, safety program updates, training events, and operational activities. (Daily/Weekly/Quarterly, Research Safety Team, Occupational Safety Team, Facilities, Laboratories, FDNY, Admin)
• Support both laboratory-specific and University-wide communications to ensure timely dissemination of safety information and program updates. (Daily/Weekly/Quarterly, Research Safety Team, Occupational Safety team, Facilities, All Laboratories, FDNY, Admin)

Data Management & Reporting

• Assist with laboratory survey assignment coordination and tracking. (Weekly, Research Safety Team, Building Laboratories, Facilities, Admin)
• Maintain Research Safety clearance tracking records and databases. (Monthly, Research Safety Team, Admin)
• Extract and organize data from Qualtrics surveys into tracking spreadsheets and reports to support monthly reporting and operational tracking. (Monthly, Research Safety Team, Admin)
• Compile and maintain program metrics, inspection records, and status reports to support Research Safety operations. (Weekly/Monthly, Research Safety Team, Admin)

Occupational Safety Support with:

Fume Hood Program

• Monitor fume hood work orders and repair requests on a daily basis. (Daily, Facilities, Occupational Safety Team, Admin)
• Submit and maintain records of fume hood-related work orders and corrective actions. (Daily, Facilities, Occupational Safety Team,  Admin)
• Communicate regularly with laboratories, Principal Investigators, Laboratory Safety Managers, Facilities staff, and EH&S personnel regarding equipment status and repair timelines. (Daily/Weekly, Research Community, Facilities, Occupational Safety Team, Research Safety Team, Admin)
• Serve as a liaison between laboratories and Facilities Management to facilitate resolution of prolonged equipment outages. (Daily/Weekly, Research Community, Facilities, Occupational Safety Team, Research Safety Team, Admin)
• Coordinate fume hood shutdown schedules and notifications for affected laboratories and departments. (Yearly/As Needed, Facilities, Research Community, Occupational Safety Team, Research Safety Team, Admin)
• Prepare and distribute weekly status requests to Facilities teams across multiple campuses and track responses. (Daily/Weekly, Facilities, Occupational Safety Team, Research Safety Team, Admin)
• Verify repair completion, coordinate recertification activities with EH&S staff, and assign recertification activities to Safety Advisors. (Daily, Facilities, Occupational Safety Team, Research Safety Team, Admin)
• Maintain tracking records and assign fume hood recertification activities on a monthly basis. (Monthly, Facilities, Occupational Safety Team, Research Safety Team, Admin)
• This is an ongoing operational function requiring regular monitoring, communication, and follow-up throughout the week.

 Respiratory Protection Program

• Coordinate respirator fit testing events and scheduling logistics for employees across the University.
• Schedule respiratory protection medical evaluations and maintain participant tracking records.
• Communicate testing and medical evaluation requirements to employees and supervisors.
• Assist with event planning, registration, reminders, and post-event follow-up activities.
• Perform respirator fit testing and maintain related program documentation.
• Coordinate with Occupational Safety staff and external providers to support ongoing respiratory protection compliance activities.

Eyewash Program

• Coordinate follow-up activities resulting from eyewash inspections and deficiency reports.
• Create, submit, and track work orders associated with corrective actions. (Monthly, Occupational Safety Team, Facilities, Admin)
• Communicate work order information to Facilities staff, Building Managers, and other stakeholders. (Monthly, Occupational Safety Team, Facilities, Research Community, Admin)
• Monitor work order status and conduct routine follow-up on outstanding items. (Weekly/Monthly, Occupational Safety Team, Facilities, Admin)
• Schedule meetings with Facilities personnel as necessary to address unresolved issues and support timely completion of corrective actions. (As needed, Occupational Safety Team, Facilities, Admin)
• Workload may vary weekly depending on inspection findings and corrective action requirements.

Safety Documentation & Reporting

• Review and process Occupational Safety Appendix submissions (E1 and E2 forms) as received. (Biweekly, Occupational Safety Team, Admin)
• Utilize available technologies and process-improvement tools, including AI-enabled solutions where appropriate, to support efficient review and tracking of submissions.
• Maintain records of workplace accident and incident reports. (Daily/Weekly, Occupational Safety Team, Biosafety Team, University Community, Admin)
• Route reports to the appropriate EH&S program area as needed (e.g., Biosafety, Occupational Safety) upon receipt. (Daily/Weekly, Occupational Safety Team, Biosafety Team, University Community, Admin)
• Compile weekly accident report summaries and maintain tracking records to support program monitoring and trend analysis. (Daily/Weekly, Occupational Safety Team, Admin)

Meeting Coordination & Communications

• Prepare and maintain weekly Occupational Safety meeting agendas. (Weekly, Occupational Safety Team, Admin)
• Compile program updates, including fume hood status, accident reports, regulatory activities, and operational information. (Weekly, Occupational Safety Team, Admin)
• Distribute reminders, updates, and follow-up communications related to departmental activities, deadlines, and safety initiatives. (Weekly/Quarterly, Research Community, Facilities Research Safety TEam, Occupational Safety Team, Departmental, Admin)
• Coordinate communications with stakeholders across EH&S, Facilities Management, and the research community. (As Needed/Quarterly, Research Community, Facilities Research Safety TEam, Occupational Safety Team, Departmental, Admin)

 Supply Order Administration

• Coordinate monthly Occupational Safety supply order submissions. (Monthly, Occupational Safety, Finance, Admin)
• Send reminders regarding submission deadlines and required approvals. (Monthly, Occupational Safety, Finance, Admin)
• Route orders for review and approval and maintain supporting documentation. (Monthly, Occupational Safety, Finance, Admin)

Minimum Qualifications

Associate's degree preferred, an appropriate combination of education and experience, meeting Columbia University’s criteria, may be considered.  Minimum of 2 years of administrative or program coordination experience.  Demonstrated organizational, administrative, and data management skills, with the ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy and attention to detail.  Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Teams, Access, and OneDrive, with experience maintaining spreadsheets, databases, tracking systems, and records.  Excellent written, verbal, and interpersonal communication skills, with the ability to interact professionally and collaboratively with individuals at all organizational levels.  Ability to work independently, exercise sound judgment, follow established procedures, and maintain accurate documentation. Willingness and ability to learn, interpret, and apply regulatory requirements, policies, and procedures, including the preparation and timely submission of compliance and regulatory documentation.

Preferred Qualifications

Strong organizational and time-management skills.  Customer service and stakeholder relationship management.  Attention to detail and follow-through.  Professional communication and documentation skills.  Ability to manage confidential and sensitive information.  Problem-solving and coordination skills in a fast-paced environment. Safety knowledge and/or experience is a plus.

Other Requirements

Equal Opportunity Employer / Disability / Veteran

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