• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Building: Jerome L. Greene Science Center
• Salary Range: $62,400 - $65,600

Position Summary

Columbia University's Mortimer B. Zuckerman Mind Brain Behavior Institute brings together world-class scientists across academic disciplines conducting pioneering research to transform our understanding of how the brain works – and gives rise to mind and behavior. The Institute fosters a collaborative and inclusive environment across 50+ labs, advancing insights into human health by exploring how the brain develops, performs, endures, and recovers.

At the Zuckerman Institute, we are committed to becoming a more inclusive, equitable, and diverse place of scientific discovery and support a culture of respect. Promoting diversity in science will help drive the transformative science that can change the world.

Situated in the Jerome L. Greene Science Center on Columbia’s Manhattanville campus, the state-of-the-art building offers an environment where the highest level of scholarly scientific research takes place on a daily basis, with the benefit of being located in the heart of New York, one of the world’s most vibrant and culturally rich cities.

Reporting to the Director of Events and Administrative Services, the Administrative Services Coordinator is responsible for providing high-level administrative support for events at ZI. The role will primarily focus on managing the logistics for events and programs at the Zuckerman Institute.

Responsibilities

• Manages the Administrative Services internal events intake process. Maintains the internal events calendar and Administrative Services general calendar of events with updated information on all internal/external holidays, relevant scientific conferences, and institute-wide programs and events.
• Schedules AV dry runs with IT and presents HR webinars and trainings, faculty recruitment seminars, clubs, and wellness events. Schedules JLG building tours with ZI Operations for new hires, guests of labs, or faculty recruits. Schedules employee and staff meetings.
• Develops and updates all event resumes confirming details with stakeholders and the Director of Events.
• Maintains departmental inventory and par levels of necessary pantry and event supplies as requested by the Director of Events. Orders annual swag as directed by the Executive Director.
• Support Administrative Services Manager in reconciling P-Card transactions in accordance with CU finance deadlines.
• Partners with ITS and Operations to ensure that the SpaceRunner system is updated regularly to reflect the most current floor plans. Creates and maintains all event diagrams in SpaceRunner. Runs reports as requested to support senior leaders.
• Partners with ZI Operations to maintain and update the ZI Emergency Response Document quarterly. Attend Emergency Response Team meetings with the Executive Director, managing agenda and meeting minutes.
• Performs related duties & responsibilities as assigned.

Minimum Qualifications

• Bachelor's degree and/or equivalent related experience required. 0-2 years of experience.
• Excellent interpersonal, verbal and written communication skills, including the ability to interact effectively with a wide array of stakeholders, staff, and external constituencies in a customer-focused mindset.
• Must have working knowledge of the Microsoft Office Suite (Word, Excel and PowerPoint). Must be flexible to work on some evenings and weekends to support special events as needed.

Preferred Qualifications

• Experience working with faculty, administrators, and students is desirable.
• Ability to work independently under minimal supervision, manage multiple tasks in a fast-paced environment, and pay close attention to detail is essential.
• Strong desire to help identify and implement initiatives to infuse diversity, equity, inclusion, and belonging (DEIB) into events.

Equal Opportunity Employer / Disability / Veteran

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