The Administrative Assistant I reports directly to the Director for MSPH Operations of Sponsored Projects Administration (SPA) and Associate Dean for Grants & Contracts of Mailman School of Public Health. She/he will support the Director and Associate Dean , and other staff members as needed, in areas such as completion of special projects and reports, daily pre and post-award functions, calendar management and scheduling, preparation for and reporting on meetings, correspondence, filing, telephones, travel logistics and other special events and duties.
Responsibilities Detailed Responsibilities: Leadership Support ??? Coordinate the schedule of the Director & Associate Dean and update his/her calendar accordingly as needed; ??? Arrange travel logistics, both SPA related, as well as travel associated with other activities and demands; ??? Assist gathering information and documentation to meet requests within the office and from other University offices. Examples of such requests are A-133 award documents, project reports, and other supporting documentation; ??? Assist with preparation of reports; Grants Related Support ??? Handle telephone & email inquiries and respond as appropriate; ??? Identify and direct non-routine and complex inquiries to appropriate personnel as needed; ??? Upon receipt of JIT request, retrieve file and forward file to PO for action; ??? Once JIT documents have been submitted by the PO to the sponsor, PO provides documents to Administrative Assistant I and Administrative Assistant I uploads the JIT documents into InfoEd and updates Status History to JIT Submitted; ??? Identify declined proposals by collecting ???Decline letters??? received at SPA via central email box and/or hard copy to determine which items were declined; ??? Enter award information into SPA grants management system for account creation and account modifications; ??? Pre-award data entry to the SPA grants management system; ??? Post-award data entry, review and reconcile the information and attributes fed from the grants management system to the University???s financial system, to ensure both systems are synchronized; ??? Maintain daily log of awards and account creations in SharePoint; ??? Assist the staff with gathering compliance documents and reports; ??? Assist the staff with incoming and outgoing documents; ??? Assist the staff with copy and scan of documents; ??? Assist with file maintenance, as needed; File Maintenance and Retrieval ??? Set up and maintain documents in paper project files for each individual account ; ??? Retrieve files for processing, as needed for any staff member; ??? Assist with maintenance of paper project files, optimizing storage, organization and archiving, as needed; ??? Assist in the paperless initiative; General Office Support ??? Order office supplies, as needed; ??? Maintain supplies inventory; ??? Work in liaison with other units including Facilities, Telecommunications, Purchasing and IT on office day to day functionality and Maintenance; ??? Coordinate conference room booking for meetings as needed; ??? Assist in the coordination of events and projects; ??? Data entry of invoices and purchase orders and prepare expense reimbursements reports for processing; Other Duties: ??? Create spreadsheets, word documents, input data as needed/requested; ??? Serve as a staff liaison for assigned projects; ??? Other duties as assigned
Bachelor???s degree or equivalent in education, training and experience;
Minimum of 2 years related experience required.
Knowledge in accounting and Grants administration
Excellent communication, interpersonal, and organizational skills
Outstanding attention to detail
Ability to work accurately on multiple projects simultaneously
Positive demeanor and the ability to communicate effectively with diverse population
Demonstrated commitment to completion of projects on a timely basis
Excellent verbal and writing skills
Ability to take initiative, multi-task and work well under pressure
High level of proficiency in the use of Microsoft Office programs, especially MS Word, MS Excel and MS PowerPoint.
Type other requirements and/or special indicators if CUIMC
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 516480
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