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Education and Outreach Administrator

Lamont-Doherty Earth Observatory

Education and Outreach Administrator

  • 533201
  • Lamont-Doherty Earth Observatory
  • Lamont-Doherty Earth Observatory
  • Full Time
  • Opening on: Jan 12 2023
  • Grade 10
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $58,000-$62,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
 

Position Summary

The Lamont-Doherty Earth Observatory campus of Columbia University located in Palisades, New York, is seeking an Education and Outreach Administrator for a full-time career opportunity. Reporting to the Director of Finance and Administration, the Education and Outreach Administrator will contribute to overall program administration and budget management pertaining to a growing portfolio of educational and outreach programs including: Lamont Summer Intern and Earth Intern Program for Undergraduates; Secondary School Field Research Program; Core Repository; Polar and Climate Educational Activities; Hudson River Field Station; and Arts@Lamont.

The Education and Outreach Coordinator provides support to ensure all the administrative, and event planning needs are delivered efficiently and effectively with attention to detail.   As such, managing the day-to-day administration of the educational programs and providing overall administrative support of overall operations, project management, and data review will be key areas of focus. Additional responsibilities include supporting assigned grant actions related to pre- and post-award grant administration, meeting internal compliance requirements, providing data entry and review, and supporting budget allocations for established projects.


Responsibilities

  • Administrative Support:
    • Process and maintain departmental records.
    • Schedule meetings and interviews; create itineraries for visits (i.e., flight, hotel, reserve short-term housing for visiting students, meetings, meals, etc.)
    • Ensure proper setup of meeting rooms for talks and meetings.
    • Provide support for all department activities related to outreach efforts and community engagement.
    • Lead the development, management, and maintenance of several electronic systems for participant tracking and data management.  Focus on maintaining quality data and linking information emerging from various University databases and external data sources. Prepare written summaries for senior University leaders.
    • Devise data analytic plans for integration of information across various University systems and review data for internal and external reports as pertains to the LDEO education and outreach activities.
    • Organize and prepare written materials, including reports and presentations.
    • Oversee projects that emerge from larger campus initiatives.  Focus on state, federal, and accreditation agency approval, reporting, and regulatory requirements for educational programs and related agreements. 
    • Facilitate office activities in partnership with external partners/funders of education and outreach programs. Assist with organizing, tracking, and reviewing agreements. 
  • Data Entry & Database Maintenance:
    • Budgeting support - Coordinating with the PI and/or Division Administrator, complete budget allocations in accordance with funding releases and current budgeted values.  Collect and coordinate compliance documents to support budget allocation submissions.
    • General grant compliance processes – Coordinate and confirm internal grant compliance processes, including application registration forms (RASCAL), IRB compliance forms, and other funder compliance documents.  Track and monitor reporting deadlines to support timely submissions.  Support development and management of project-specific checklists to ensure compliance with grant and Columbia University rules and regulations. 
    • Prepare document packages (convert/combine PDFs) as needed.
    • Confirm compliance with checklists for complete submissions.
  • Marketing Outreach:
    • Utilize technology, public speaking skills, and all presentation materials to deliver effective multimedia presentations to promote the offerings.
    • Collaborate with colleagues to design and implement strategic marketing and social media campaigns.
    • Ensure program websites are kept up to date through liaising with webmaster.  
    • Coordinate and host virtual and on-campus information sessions, tours, open house events and immersions.
    • Other related duties as assigned.
    • Functions with general supervision and direction.  
    • Exercised independent judgement and initiative within areas of responsibility. 

Minimum Qualifications

  • Bachelor's degree or its equivalent and at least 0-2 years of related experience required.  
  • Strong interpersonal, organizational, and written/verbal communication and computer skills required. 
  • Must be a quick learner who is detail-oriented with strong problem-solving skills and be able to manage deadline-oriented projects.
  • Strong customer service experience required. 
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint) required. 
  • Must be able to communicate effectively with Faculty, students and employees at all levels within the University. 
  • Must be able to demonstrate critical thinking, be disciplined, and maintain a high degree of confidentiality.

Preferred Qualifications

  • Experience with ARC is strongly preferred.

Equal Opportunity Employer / Disability / Veteran

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

The Lamont campus values diversity and inclusion, and encourages applications from members of underrepresented minority groups.

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