Admin/Financial Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: 60 Haven Avenue
• Salary Range: $66,300 to $75,000

Position Summary

The Administrative and Finance Coordinator provides administrative, financial, and event coordination support for the CUIMC Events Office. Reporting to the Director, the incumbent assists with the planning and implementation of institutional events and serves as a key resource for financial tracking, procurement processing, vendor payments, and office operations.

Working closely with the Director and event team, this position helps ensure the efficient administration of event-related activities through strong organizational skills, attention to detail, and customer service.

Responsibilities

Administrative Operations and Financial Management and (35%)

• Manage financial operations for the CUIMC Events Office and assigned event portfolio.
• Track expenditures against approved funding.
• Working with the Finance Team, tracks invoices, purchase orders, honoraria, reimbursements, deposits, and vendor payments in accordance with university policies.
• Coordinate contract routing and documentation.
• Maintain accurate financial records and event documentation.
• Serve as liaison with departmental finance, procurement, and accounts payable teams.

Event Planning and Project Management (30%)

• Support a portfolio of departmental and institutional events, including lectures, receptions, faculty and staff programs, recognition events, and student-focused programming.
• Support with project timelines, planning documents, and event production schedules.
• Coordinate logistics including catering, audiovisual services, venue reservations, rentals, transportation, registration, signage, and guest communications.
• Conduct site visits and oversee onsite execution of assigned programs.
• Serve as co-point of contact for clients throughout the planning process.

Vendor, Process, and Office Management (20%)

• Maintain relationships with vendors and service providers.
• Assist with developing and improving office procedures and planning tools.
• Support onboarding and training of staff, temporary personnel, and student workers.
• Participate in office planning meetings and special projects.

Institutional Event Support (15%)

• Support the Director in the planning and execution of large-scale university and executive-level events.
• Assist with guest management, production logistics, vendor coordination, and event operations.
• Manage onsite leadership and troubleshooting during major institutional programs.
• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience required.
• One and half (1.5) years of professional experience in event management, business operations, finance, administration, or related field required.
• Experience managing budgets and financial reconciliations.
• Strong project management and organizational skills.
• Excellent interpersonal and client service skills.
• Ability to manage multiple projects simultaneously in a fast-paced environment.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and PowerPoint.

Preferred Qualifications

• Three years of professional experience in event management, business operations, finance, administration, or related field.

Equal Opportunity Employer / Disability / Veteran

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