The Operations Coordinator will report to the Executive Director for University Research Planning and Development, and the Executive Director of Research Initiatives. Functions will include serving as the operations and administrative coordinator for the two Executive Directors (calendar management and scheduling, meeting preparation, logistics and coordination), office administration, event planning, financial tracking, inter-office communications, special projects, and other duties as assigned. The successful candidate will be able to manage multiple, varying priority level, projects as needed by the office.
The Operations Coordinator will be the first point of contact for many individuals seeking service from the office. They will handle communications, and should do so with the constant underlying goal of promoting the office's services to faculty by setting a welcoming and responsive tone.
The successful candidate will take a hands-on and proactive approach, specifically building working relationships with key partners who can facilitate difficult to schedule meetings, and work to make other priority items possible. The incumbent must maintain excellent attention to detail with all tasks. The position requires absolute discretion in many matters of confidentiality, and candidates should demonstrate ability and inclination to maintain confidentiality. The candidate must be able to review and process financial transactions expeditiously and accurately. The candidate will operate independently while keeping supervisors aware of progress.
The team is currently working remotely, and the incumbent will likely start the role in the remote environment. We anticipate a return to the office, as conditions allow, at which point the incumbent will be onsite.
Assistance to Executive Directors (40% )
Manage calendars and comprehensive schedules for the Executive Director for University Research Planning and Development, and the Executive Director of Research Initiatives.
Interact with internal and external contacts at all levels of the University to schedule and confirm all participants in meetings.
Coordinate with relevant members of the internal team to ensure proper communication on schedules.
Develop agendas for meetings and manage logistics, including arranging rooms, refreshments, circulating materials, and other needs.
Execute meeting and event logistics: coordination for faculty committees, organizing and planning for academic events, arrangements for external visitors including travel, accommodations and scheduling of the itineraries. Schedule group meetings and related appointments as necessary.
Attend meetings as requested.
Screen all incoming calls and requests, using proper judgment and discretion, and creating independent correspondence in response to inquiries.
Coordinate travel arrangements and itineraries, book transportation and lodging.
Special Projects (30%)
Maintain Research and Research Initiatives Websites, including redesigns, updates, and development of existing and future pages.
Assist the Associate Director of Research Initiatives in the following:
Drafting Internal Announcements for various Funding Opportunities.
Assist in oversight over Limited Submission competitions including binder preparation, committee member recommendations, scheduling committee meetings, collecting reviews.
Curate Contact Lists for large mailings, maintain "MCResearch" Listserv.
Assist the Director and Assistant Director of Research Proposal Development in research grant preparation.
Maintain, update, and continue to build the EVPR Chairs Portal.
Report on Award History of specific funding mechanisms as requested.
Additional projects, as needed.
Schedule Special Initiative meetings, Senior Leadership meetings, and other priority or office-wide meetings, as needed.
Financial Processing (10%)
Perform administrative and front-end functions; including processing reimbursements for the EVP for Research and direct staff offices.
Resolve system problems, reconcile expenses, and support with the trainings.
Maintain confidentiality related to human resource matters. Track and oversee office expenses and targets.
Interface with counterparts in other EVPR offices on expense coordination.
Gain proficiency in university financial systems and make projections.
Submit requisitions and purchase orders on behalf of the office, as needed.
Office Management (10%)
Manage the office to ensure a welcoming and professional working environment.
Coordinate with Facilities as necessary for office repairs, maintenance, etc.
Coordinate Technological needs for the office, including helpdesk, tickets to CUIT on behalf of the executive directors, and meeting support.
Cooperate with other units of the university, primarily schools and departments, to establish productive working relationships with partners to accomplish joint aims.
Manage timesheets for two Executive Directors, and Research Initiatives staff.
Other Duties as Assigned (10%)
Bachelor's Degree or equivalent required.
Minimum of 2-4 years of related experience required, functioning as an assistant to a senior officer.
Excellent organizational and analytical skills,
Have the ability to take initiative, working under minimal supervision,
Must be able to respond to direction,
Ability to work with a range of colleagues from the peer to senior leadership levels.
Eager to learn about interdisciplinary initiatives and research operations.
Eager to learn about research grant proposal development.
Excellent written, oral, and interpersonal communication skills.
Ability to exercise discretion and confidentiality across office projects and activities.
Writing Sample (2-page maximum) required at time of application.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 510709
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.