• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $87,000 - $92,000

Position Summary

Reporting to the Director of the Columbia Stem Cell Initiative and the Department Administrator, the Administrative Manager will provide programmatic and administrative support to the Director, providing the Director with outstanding administrative support and promoting the Initiative’s mission by coordinating the development of research proposals and supporting development activities. The Administrative Manager will also coordinate a range of ongoing and special events, oversee the day-to- day administrative operation of the Director’s office and supervise a full-time finance and admin coordinator.

Responsibilities

Program & Administrative Management (75%)

• Ensure smooth, well-organized, and efficient running of the Initiative
• Organize and implement monthly departmental programming including seminar series, work-in- progress talks, faculty member meetings, special events, and other larger functions
• Manage Director’s complex schedule. Respond to scheduling and meeting requests, make travel arrangements, develop itineraries and agendas, and assist with preparation for speaking engagements
• Lead meeting planning, including preparation of agendas and presentation materials. Arrange campus visits for collaborators, potential donors, outside speakers, and candidates.
• Act as a liaison on behalf of the Director to other departments and senior administrators within the university and other institutions.
• Manage office communications. Triage all incoming phone calls and emails. Prepare, respond to, and route correspondence.
• Support faculty recruitment activities. Working closely with academic department counterparts, coordinate search, interviewing, and appointment processes.
• Maintain and update website content.
• Coordinate Initiative membership process and track membership.
• Support fundraising activities, including corresponding and scheduling meetings with potential corporate sponsors.
• Serve as department liaison to the Department Administrator and HR and manage the onboarding of new staff and faculty.
• Participate in programmatic strategic planning and in all endeavors involving expansion, research, and fundraising.
• Oversee day-to-day office operations, including ordering supplies, maintaining office equipment, management of shared spaces on the floor (conference room, etc.), maintaining key inventory, and requesting facilities, IT and telecommunications services.

Financial Management (20%)

• Assist the director and the departmental administrator with specific finance requests.
• Supervise the Finance Coordinator who will perform purchasing and accounts payable tasks, track financial transactions including p-card, internal transfers, purchase orders, travel and business expense reimbursement, invoices, check requests and other related duties as assigned.

Research Administration Support (5%)

• Maintain biosketches and Other Support documentation for the director.
• Assist with preparation of letter of recommendations and reports to private donors and industry sponsors. Proofread, edit, and format professional documents for presentation.
• Liaise with Pre/Post award cores to prepare documents for submission to sponsors, including proposals,

Minimum Qualifications

• Requires Bachelor’s degree or equivalent in education and experience, plus four years of related experience.

Preferred Qualifications

• Research/grant administration experience. Experience supporting senior leadership and/or running an administrative office in an academic/research environment.

Other Requirements

• Excellent organizational and analytical skills.
• Demonstrated proofreading and editing skills with documents such as grant proposals or reports.
• Outstanding oral communication and interpersonal skills.
• Must be able to work under minimal supervision and to set priorities and exercise sound judgment.
• Ability to multi-task and perform as part of a team. Requires knowledge of Microsoft Office suite, including Outlook.

Equal Opportunity Employer / Disability / Veteran

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