• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: 71,500

---

Position Summary

At the Stavros Niarchos Foundation (SNF) Center for Precision Psychiatry & Mental Health, we envision a near future when mental illness is treated in novel, targeted, and tailored ways, based on a new understanding of how mental illness develops and persists, unique to each individual. Our mission is to apply advances in neuroscience, technology and precision medicine to psychiatry; to create breakthroughs that further our understanding of the biological causes and underpinnings of mental illness; and to discover treatments that alleviate suffering from conditions previously considered untreatable. By addressing biological causes, and identifying genetic and other biological markers, the SNF Center will eliminate the stigma of mental illnesses and address societal disparities by ensuring equitable access to breakthrough Precision Psychiatry treatments.

The Operations Specialist will provide comprehensive administrative support to the leadership team and lab members of the SNF Center. This role entails ensuring that leadership team members are provided necessary support to ensure smooth operation of Center activities. The incumbent will also assist the Center Co-Directors, Chief of Staff, and Department Administrator in scheduling, coordinating meetings, hosting visitors, and managing general administrative tasks. The ideal candidate will be highly organized, detail-oriented, and possess strong communication skills.

---

Responsibilities

General Administration

Provides general administrative support to the Center’s leadership team, staff, and research programs. Greets visitors to the SNF Center and directs to appropriate hosts. Provide direct administrative support for the leadership team; assist in managing calendars, coordinating meetings and assisting with travel arrangements/reimbursements.

Manages office areas (on both the Medical Center and Manhattanville campuses) acting as the initial point of contact for all scheduled or unannounced visitors, and phone calls, responding to inquiries and/or redirecting, as necessary. Utilizes discernment and an understanding of the office's key functions to ensure messages are delivered to the appropriate parties in a timely fashion. Monitors Center email and voicemail and directs messages as appropriate.

Assists with Center meetings, seminars, workshops/conferences, special events, and other social/academic/administrative gatherings. Responsible for reserving appropriate venues, reserving accommodations for visitors and participants, ordering catering, and overseeing other logistical issues to ensure successful events. Takes notes at key gatherings for distribution to leadership team members.

Business Operation

Serves as point of contact for Facilities and IT on routine office and lab maintenance requests by submitting work orders, tracking status of maintenance requests, and ensuring timely resolution.

Acts as purchasing transactor, including but not limited to:

• Submitting purchasing requisition,
• Tracking purchasing orders,
• Processing vendor invoices,
• Processing business and travel expense reimbursements,
• Managing and reconciling department purchasing card (P-Card),
• Submitting payroll uploads, and
• Completing any necessary documents to meet the university purchasing guidelines.
• Collaborates with DA to improve processes, enhance efficiency, and support compliance across procurement operations.

Business Operation:

• Assisting with DEA licensing,
• Mail distribution,
• Submitting facilities and IT service requests,
• Soordinating special events (holiday parties, guest visits, etc),
• Office supplies maintenance, and
• Grant Program Intake Process (setting up grant program intake form, organization applicant materials, and coordinating with Center Co-Directors on the proposal intake process).
• Assist in developing and maintaining departmental procurement policies to ensure alignment with organizational standards.

Ensures full compliance with university financial policies and procedures:

• Exercising judgment in determining appropriateness of purchase requests,
• Overseeing accurate transaction processing,
• Uploading required documentation, performing monthly expense reconciliations, and
• Independently responding to and resolving audit inquiries.

Manages and maintains the Center’s digital assets, including:

• Updating web content,
• Administering online platforms and shared accounts, and
• Making recommendations for improved usability, security, and workflow efficiency.
• Develops and curates compelling content for the Center’s social media channels, analyzing engagement data to inform strategy and providing production support on larger multimedia and creative projects that elevate the Center’s public profile.

 

The Operations Specialist is expected to develop leadership skills through:

• Exercises independent decision-making authority in managing day-to-day operational functions, interpreting policies, resolving issues, prioritizing competing requests, and recommending updates to internal procedures to support Center-wide operational effectiveness.
• Participates in strategic planning and implementation initiatives, contributing operational insights, identifying organizational needs, and supporting the rollout of programs and processes that align with the Center’s long-term objectives.
• Leads or supports complex, cross-functional projects requiring advanced problem-solving, systems thinking, and coordination across multiple stakeholders to ensure operational continuity and strategic impact.

 

Performs related duties & responsibilities as assigned/requested.

---

Minimum Qualifications

• Bachelor's degree or equivalent in combined education and experience; plus at least three years of related experience.
• Demonstrated experience and proficiency with Microsoft Office suite including Word, Excel, PowerPoint, and Outlook, Adobe Acrobat Pro, and other desktop publishing and database software.

---

Preferred Qualifications

• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Experience working in academia or education environment.
• Experience with social media platforms.
• Have strong creative skills, with a keen eye for design and aesthetics with proficiency in graphic design and photo/video editing software.

---

Other Requirements

• Excellent interpersonal, organizational, written, and verbal communication skills.
• Excellent attention to detail and ability to track and follow through on tasks.
• Ability to interact effectively with staff and management at all organizational levels.
• Ability to communicate clearly and accurately in a pleasant, courteous manner with both internal and external contacts.
• Ability to handle confidential information with exceptional judgment and discretion.
• Highly organized, with the ability to set priorities, handle multiple assignments, and work with diplomacy and efficiency in a highly pressured environment.
• Available to support special events during evening and weekend hours, on occasion.

 

---

Equal Opportunity Employer / Disability / Veteran

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