• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $80,000-$90,000

Position Summary

The Organization Development Project & Administrative Coordinator will perform a variety of project management and administrative functions to support VP&S and other CUIMC schools and departments in reaching their strategic goals. Under the supervision of the Assistant Director for Portfolio Management, the Coordinator will provide administrative support to the Associate Vice Dean for Organization Strategy and Development by executing senior administrative functions to ensure that the business development, operational and office management are carried out effectively and efficiently.

The Coordinator will also provide support to the OD team by facilitating the coordination of team activities, providing specialized expertise on specific project tasks and ensuring successful project documentation, execution and delivery.

The ideal candidate would need to possess strong critical thinking, communication, and interpersonal skills, and the ability to navigate sensitive information with discretion. To be successful in the role, the Coordinator should be experienced in Project Management methodologies and Organizational Development principles to support the office’s goals and projects throughout all the phases of the project lifecycle.

Responsibilities

• Works directly with the Associate Vice Dean for Organization Strategy and Development to support all aspects of their daily work activities.
• Responsible for all aspects of the Associate Vice Dean’s calendar management, which includes but is not limited to scheduling meetings, conferences, speaking engagements, and travel arrangements. Requires exercising discretion in committing time, efficiently managing conflicting priorities, and evaluating needs.
• Organizes and prepares all meeting and event needs including but not limited to, room reservations, setting up virtual meeting spaces, compiling and disseminating all necessary documentation and information, attending meetings when appropriate and preparing meeting minutes and summaries.
• Drafts, reviews, and sends communications on behalf of the Associate Vice Dean and OD team.
• Coordinates all information technology, telecommunications, audio/visual hardware and ensures timely resolution of software issues.
• Reconciles financial transactions and follows Columbia guidelines to ensure accurate recordkeeping and timely processing of purchases.
• Serves as a primary point of contact - answers and responds to phone calls, visitors, and emails. Determines the priority of matters, redirects matter to the corresponding party, or resolves matters personally, as appropriate.
• Provides coordination, monitoring, and communication of projects and programs managed by the Associate Vice Dean, which may require working autonomously with interdisciplinary experts. 
• Provides direct support for the Organization Development team as required in alignment with immediate priorities and overarching goals.
• Assists in preparation of presentations, drafting of business-related documents, reports, tables and charts, internal and external communications.

Project Management:

• Reports to the Assistant Director for Portfolio Management in coordinating, supporting and executing activities throughout the full cycle of project management, which includes but is not limited to, identifying opportunities, defining scope, identifying stakeholders, task owners, building project plans, managing projects, reporting progress, and mitigating issues. 
• Develops detailed project plans, timelines, and task list to guide project execution.
• Monitors and reports on project process, identifying and addressing issues as they arise.
• Coordinates and prepares project documentation, including reports and presentations.
• Assists in the preparation and review of project proposals and funding applications.
• Provides specialized technical support and expertise in relevant project areas.
• Conducts research and gathers data to support project development and implementation.
• Utilizes project management software and tools to track project progress and manage tasks.
• Performs data analysis and generates insights to inform project decisions.
• Develops and maintains project databases and information systems.
• Arranges and coordinate project meetings, workshops, and events, ensuring all logistical aspects are managed effectively.
• Prepares meeting agendas, minutes, and follow-up action items.
• Acts as a liaison and manages project related communication, ensuring clear and timely information flow between team members and stakeholders.
• Engages with project stakeholders to gather requirements, provide updates, and address concerns.
• Provides training, facilitate workshops, designs tools, and leverage various channels to support team members on project management and strategy execution.
• Promotes staff professionalism and performance with coaching, training, and feedback.
• Offers guidance on project scope, accountability, modeling behavior and demonstrating best practices/techniques.
• Identifies, assesses, and reports on potential risks associated with proposed projects and ensures that project activities comply with institutional policies, regulations, and standards.
• Assists in the development and implementation of project evaluation and monitoring frameworks.
• Supports the preparation of compliance reports and documentation.
• Identifies gaps in compliance and provides education and resources to address any required changes.
• Monitors key performance indicators and implements performance improvement initiatives, as needed.
• Research and benchmarks best practices and industry standards for effective project management.

Other:

• Identify opportunities for process improvements and contribute to the development of best practices.
• Stay informed about the latest developments and trends in project management and relevant technical fields.
• Propose innovative solutions to enhance project efficiency and effectiveness.
• Participate in and support strategic initiatives and projects within POD and key partners as needed.
• Stay informed about the latest trends and best practices in project management, professional development, and change management to support a dynamic and inclusive environment.
• Adapt to evolving needs and take on additional responsibilities to contribute to the success of the offices' missions.

Minimum Qualifications

• Bachelor's degree in a related field
• Minimum three (3) years of experience in project coordination or a similar role, preferably in an academic or healthcare setting.
• Candidates must obtain Project Management Professional (PMP) certification from the Project Management Institute (PMI) within 18 months of the date of hire. Support and resources will be provided by the OD department to facilitate the certification process
• Ability to manage multiple, complex projects and meet deadlines.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Project) and familiarity with project management tools.
• Ability to work independently and as part of a team.

Preferred Qualifications

• Master’s degree in a related field
• Strong interpersonal skills and ability to interact with personnel across all levels (faculty, executive leadership, administrators, staff, students, etc.)
• Strong understanding of project management methodologies and best practices
• Ability to work with numbers and integrate data from multiple sources.
• Solid computer skills and competency with Office products, particularly Word and Excel.
• Ability to learn to work with specialized software systems that may be unfamiliar.

Equal Opportunity Employer / Disability / Veteran

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