• Job Type: Support Staff - Non-Union
• Bargaining Unit:
• Regular/Temporary: Temporary
• End Date if Temporary: 1 year from hire date.
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $55,000 - $65,000

Position Summary

The Will Lab, within the Department of Physics at Columbia University, investigates quantum systems of ultracold atoms and molecules at temperatures near absolute zero, where matter is governed by the laws of quantum mechanics. Using precision tools from atomic physics, the lab studies many-body quantum systems, quantum simulation, and quantum optics, contributing to foundational discoveries in physics and advancing emerging quantum technologies.

Reporting to the Principal Investigator, the Lab Operations Manager provides comprehensive operational, financial, and administrative support for a dynamic quantum physics research laboratory. The role oversees research administration, grant and budget management, laboratory operations, purchasing, travel coordination, event planning, and stakeholder support while serving as a key liaison among the PI, students, postdoctoral researchers, sponsoring agencies, and university administrative offices.

This is a temporary one-year position with the possibility of extension contingent upon funding availability.

Responsibilities

Research Administration & Grant Management

• Assist the Principal Investigator (PI) in the management of research administration activities, including proposal development, submission, and post-award account management.
• Coordinate proposal budget development and preparation; review proposals for compliance with sponsor requirements; and submit applications to sponsoring agencies and partners, often within tight deadlines.
• Track proposal timelines and requirements across multiple funding agencies (e.g., National Science Foundation, Department of Defense, Department of Energy).
• Collaborate closely with Sponsored Projects Administration (SPA) and Sponsored Projects Finance (SPF), as needed.
• Monitor budgets and project expenditures for 10+ grants in collaboration with the Director of Academic Administration & Finance.
• Support the coordination and administration of center grants, including organizing and facilitating renewal processes.

Financial Administration & Compliance

• Track laboratory expenditures across multiple funding sources and provide the PI with regular budget updates.
• Process salary allocations on grants and coordinate funding allocations.
• Compile and provide the required information for the preparation of government and industry research grant budgets.
• Independently prepare and compile information for annual and periodic performance reports for government grants.
• Ensure compliance with applicable sponsor policies and regulations; support the PI in preparing and submitting required reports to sponsoring agencies.

Stakeholder Coordination & Administrative Support

• Provide administrative support for the PI’s correspondence and maintain strong relationships with internal and external collaborators.
• Serve as the primary administrative point of contact for students, staff, and prospective students.
• Coordinate scheduling and logistics for lab visitors, including appointment approvals, drafting invitation letters, arranging safety training with Environmental Health & Safety (EH&S), and facilitating lab and building access.
• Assist with the onboarding processes for students, postdoctoral researchers, and visiting scholars.

Operations & Purchasing

• Coordinate complex domestic and international travel arrangements for the PI (~20 trips/year) and lab members.
• Review and process travel and business expense reimbursements in Concur, ensuring timely and accurate submission.
• Manage laboratory inventory and assist lab members with submitting and tracking purchase orders in coordination with the departmental finance office.
• Manage the completion and submission of tariff exemption and payment forms.

Communications & Lab Operations

• Maintain and update the lab website, including research updates, publications, and news items.
• Coordinate social media related to lab activities and achievements.
• Assist in organizing on-campus workshops, conferences, and scientific events, including logistics, communications, and budgeting.

Minimum Qualifications

• Bachelor's degree in a scientific discipline.
• Two years of experience in a research environment.

Preferred Qualifications

• Experience with research grant administration and proposal submission processes.
• Familiarity with university financial and administrative systems (e.g., Concur).
• Strong organizational and project management skills with the ability to manage multiple concurrent priorities and deadlines.
• Excellent written and verbal communication skills.

Equal Opportunity Employer / Disability / Veteran

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