• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,300 - $69,000

Position Summary

Data Science Institute (DSI) at Columbia University is a world-leading institute in research and education in the theory and practice of the emerging field of data science. The Data Science Institute's mission involves advancing the state of the art in data science; transforming all fields, professions, and sectors through the application of data science, while ensuring the responsible use of data for the benefit of society.

Reporting to the Chief of Strategic Alliances, the Administrative Coordinator plays a key role in supporting the Institute’s partnership and alliance activities. This position ensures the smooth coordination of day-to-day operations for the partnerships team and provides high-level executive support to the Chief of Strategic Alliances. The Administrative Coordinator supports relationship management, communications, and operational workflows that enable effective collaboration with academic, industry, nonprofit, and public-sector partners.

Responsibilities

• Provides proactive administrative and operational support to Partnerships and Alliances leadership. Anticipates needs, aligns priorities and deliverables to partnership goals, prioritizes requests, and recommends workflow adjustments.

• Manages calendars for partnership focused leadership. Balances internal priorities with external partner engagements, resolves routine conflicts, and escalates sensitive issues with options.

• Drafts, edits, and distributes internal and external partnership related communications, including correspondence, briefings, and presentations aligned with institutional messaging.

• Prepares print ready files and optimized digital assets for marketing, event summaries, and web publishing. Develops layouts, graphics, and illustrations for websites, advertisements, brochures, social media, and other materials within brand guidelines.

• Coordinates internal and external partner meetings. Prepares agendas, compiles decision ready materials, documents outcomes, and tracks follow up actions to completion.

• Supports planning and execution of partnership meetings, site visits, convenings, and events. Coordinates venues, catering, vendors, and recommends service approaches based on requirements and constraints.

• Serves as primary point of contact for partnership inquiries. Triages requests by urgency and sensitivity, resolves routine issues, and routes complex matters appropriately.

• Coordinates domestic and international travel for partnership and alliance activities. Ensures policy compliance and proactively resolves itinerary changes and issues.

• Processes and reconciles travel and event expenses. Ensures accuracy and timeliness, adhere to financial guidelines, and prepares summaries or flags exceptions for leadership review.

• Provides administrative and project coordination support. Tracks milestones, monitors progress, identifies risks or delays, and recommends adjustments to keep initiatives on track.

• Conducts background research on prospective partners, sectors, or initiatives and prepares briefing materials that synthesize key findings.

• Improves administrative processes for partnership operations. Implements workflow enhancements to increase efficiency and consistency, including developing templates and standards.

• Maintains organized records of partnership communications, meetings, agreements, and project updates per institutional standards. Prepares activity reports or summaries as requested.

• Performs additional duties as assigned.

Minimum Qualifications

• Bachelor's Degree or its equivalent.

• 1 year of relevant experience, preferably in a higher education or executive setting;

• Experience producing print-ready and digital marketing.

• Comprehensive knowledge of computer software applications such as Gmail, Google Workspace, Word, PowerPoint, Adobe Creative Cloud, Photoshop, InDesign, Canva, Excel, Zoom with the ability to learn new technology quickly;

• Exceptional organizational, written and oral communication skills with a strong attention to detail;

• Motivated self-starter who enjoys working with people and has a customer service orientation;

• Demonstrated ability to manage projects independently, to work collaboratively as a member of a team and to lead on project specific assignments with a high level of initiative, enthusiasm and commitment.

Equal Opportunity Employer / Disability / Veteran

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