The Administrative Coordinator will provide administrative and logistical support to a senior faculty member, who manages a large, diverse, mentorship-focused lab of researchers and project staff who represent multiple levels of training and experience. This position will require outstanding skills as well as professionalism in order to assist the senior faculty member with leadership and management of a research team that includes over 25 members and participation in over 30 NIH-funded projects.
Duties will include but are not limited to:
Administrative Update and maintain calendar; coordinate internal and external meetings, confirm meeting participants and meeting logistics; make travel arrangements; prepare travel reimbursements; schedule and arrange research conference calls and lab meetings; take meeting minutes and track/follow-up on action items. Assist with the collection of credentials/references for hiring of new positions; draft personnel actions forms and position authorizations as directed; assist in onboarding process of new employees; liaison with summer students and lab volunteers for onboarding. Track and order office supplies; distribute routine communication such as meeting agendas, newsletters; draft, proof-read and edit correspondence (such as letters, email, and other) and information for the lab and study websites; assist with activities related to membership/leadership in professional organizations or committees; liaison with department IT in order to support the needs of the team working in the office or remotely.
Research and Grants Administration Assist in facilitating grant proposals for the research group by assembling references, formatting documents to fit NIH requirements, and composing template letters of support; Attend research meetings and conference calls as requested; Process data requests and data sharing agreements; Track IRB applications and progress reports; Coordinate and maintain shared documents and bibliographic management software; Confirm research-related charges from Core Resources used by the research team.
Requires a bachelor's degree or equivalent in education, training and experience, plus two years of related experience.
Able to prioritize and coordinate multiple tasks with precision, even in the face of tight deadlines
Handle complex tasks with sensitivity, and a high level of confidentiality
Detail oriented, self-motivated, highly organized, work independently, and possess excellent communication skills both written and verbal.
Able to take ownership and initiative, anticipate and alleviate obstacles, and become a trusted member of the team.
Proficiency with Microsoft Office Suite is necessary.
Extra scientific/technical knowledge will be a plus.
Bilingual in Spanish and English is a plus.
Other related duties and/or special projects as assigned/required. Flexible working hours required. Occasional work on weekends and weekday evenings may be necessary.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 508947
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.