Project Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: ARB
• Salary Range: Minimum: $66,300 Maximum: $72,000

Position Summary

Reporting to the Project Manager and Director of the SHARP Program, the Project Coordinator position is responsible for coordinating a variety of tailored workshops with other team members for the SHARP Program. The individual will also work closely with the Department Administrator for finance-related responsibilities. From May to August, this position requires in-person work as well as some evening and weekend hours. Hybrid work is potentially an option outside of the summer season. The candidate needs to have strong skills in customer service, communication, organization, and attention to detail. Please describe these qualities in your cover letter when applying.

The Department of Environmental Health Sciences (EHS) is one of six departments in the Mailman School of Public Health, supporting a variety of research initiatives and educational programs. EHS also houses the growing SHARP (Skills for Health And Research Professionals) Training Program, which brings together hundreds of different research professionals from around the world for intensive skills-based workshops.

Columbia University’s Mailman School of Public Health offers a vibrant community revolving around academic excellence, innovative research, and delivering solutions to protect and improve lives. Being a part of this exciting community offers a variety of benefits to employees to support your professional work and life balance.

**Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process. **

Responsibilities

This position will provide specialized support in the year-round planning, coordinating, and hosting for the summer SHARP Program. Reporting to the Project Manager and Director of SHARP, the Project Coordinator will organize multiple trainings from start to finish including initial topic development with faculty instructors, tailored outreach and marketing plans, material development, professional communication with internal and external parties, and organizing and hosting all aspects of day-of implementation for instructors and attendees. This position requires some evening and weekend hours during the summer high season.

The candidate needs to be comfortable working autonomously and have exceptionally strong skills in attention to detail, customer service, professional communication, organization, and prioritization of competing timelines for different projects.

Responsibilities include, but are not limited to:

• 65% Developing, managing, and hosting trainings for the SHARP Program – see details below
• 25% Communication Liaison and Point of Contact – see details below
• 10% Other related duties as required

Developing, managing, and hosting trainings for the SHARP Program (65%) – the following computer and customer-service tasks are done to support the Columbia SHARP Program:

• Reporting to SHARP’s Project Manager and Director, work closely with various team members in the preparation, coordination, and day-of logistics for 30+ unique summer SHARP Trainings (1-4 day workshops in variety of formats including in-person, virtual, and hybrid) to ensure adherence to planning timeline and success of each event.
• Work closely with faculty instructors and teams for content development and structure of each training.
• Use a variety of platforms for attendee communication, registration management, and evaluation compilation.
• Develop and share material for program outreach (flyers, social media posts, submitting and updating training information on websites, drafting emails, creating contact lists, etc.).
• Create, maintain, and track various incoming and outgoing financials such as training budgets, invoices, quotes, purchase orders, instructor payments, etc.  
• Prepare and organize a variety of materials to be used on the day of a training, which may include attendee packets, name tags, rosters, certificates, evaluations, and supplies used for each training.
• Oversee all day-of activity and logistics for each training on site from May to August and serve as point of contact for instructors to ensure each training runs smoothly. Direct all logistical arrangements and arrange onsite resources, and coordinate these efforts with a second team member to assist the day of, all while delivering excellent customer service. Tasks generally include preparing all supplies, running check-in, addressing attendee inquiries, assisting instructors during the training with timekeeping and setting up slides, preparing breakfast/lunch catering and in-house coffee/refreshment breaks, and set up/clean-up of supplies, food, and training areas.

Communication and Point of Contact (25%) – the following tasks are done using professional correspondence to represent EHS and SHARP via email, over the phone, or in-person:

• Serve as face of EHS and the SHARP Program during instructor planning meetings, and with all instructor teams, guest speakers, and attendees during SHARP trainings.
• Communicate professionally and effectively with internal and external parties, offices, and individuals that play a role in trainings. Common internal exchanges involve faculty members, Security, Communications Office, AV, and catering. Common external exchanges include attendee announcements, informational inquiries, troubleshooting, or resolving purchasing/payment discrepancies, as well as coordinating supply purchases, instructor payments, catering orders, and hotel and flight reservations as needed.
• Manage central email accounts for SHARP Program inquiries.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience. 
• Must be able to work flexible hours when needed, including some evenings and weekends.

Preferred Qualifications

• Minimum two (2) years of related experience.
• Demonstrated ability in guest relations and event management, with proven record of working effectively with diverse constituencies.
• Strong written and oral communication skills and excellent organizational skills with ability to handle high-volume workload, manage concurrent projects, meet deadlines, and work as part of a team.
• Project management experience is highly desirable.

Other Requirements

• Must demonstrate excellent communication and organizational skills; Ability to work in a fast-paced environment and handle multiple projects simultaneously, while maintaining strong attention to detail and accuracy. Must be a self-starter with reliable follow-through. Willingness to work above and beyond regular hours, including evenings and weekends as events require. Time-off is restricted during SHARP training dates. Moderate level of physical activity required.

Equal Opportunity Employer / Disability / Veteran

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