Administrative Coordinator I Details

Administrative Coordinator I

Columbia University - New York, NY

Employment Type : Full-Time

• Requisition no: 512200
• Work type: Full Time
• Location: Medical Center
• School/Department: Environmental Health Sciences
• Grade: Grade 104
• Categories: Administrative Support

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: commensurate with experience

Position Summary

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 houses several different graduate programs, as well as the growing SHARP (Skills for Health And Research Professionals) Training Program, which brings together different research professionals from around the country for intensive skills-based workshops.

This position will be responsible for two main areas in EHS: handling general financial activities for the EHS Department primarily related to Accounts Payable and Procurement, and providing specialized support in planning, coordinating, and hosting the summer SHARP Program. The individual will report to two supervisors in this dual role: the Department Administrator for department-related responsibilities, and the Associate Director of Special Projects for SHARP-related responsibilities. Responsibilities average 50% for the department, and 50% for the SHARP program, but will vary from month to month depending on Department vs. SHARP needs. This position requires some evening and weekend hours during summer.

Responsibilities

Responsibilities include, but are not limited to:

SHARP Summer Program (45%) – the following computer and customer-service tasks are done to support the Columbia SHARP Program:

• Work closely with the Associate Director in the preparation, coordination, and day-of logistics for 20+ unique summer SHARP Trainings (2-3 day workshops) to ensure adherence to planning timeline and success of each event.
• Use a variety of platforms for attendee communication, registration management, documentation management, and evaluation compilation.
• Develop and share material for program outreach (flyers, social media posts, submitting and updating training information on websites, drafting emails, and creating contact lists.
• Prepare and organize a variety of materials to be used day-of, which may include attendee packets, name tags, rosters, certificates, evaluations, and supplies used for each training.
• Communicate professionally in an accurate and timely manner with various offices and individuals that play a role in trainings (e.g. instructors, teaching assistants, Security, Communications Office, AV, catering, etc.).
• Work closely and autonomously with training instructors in-person, over Zoom, and email communication to adhere to planning timelines, provide guidance on training structure, find solutions to tailored requests in an accurate and timely fashion.
• Oversee all day-of activity for each training on site from June- August and serve as point of contact for training instructors to ensure each training runs smoothly. Direct all logistical arrangements and onsite resources, and coordinate these efforts with a short-term summer assistant, all while delivering excellent customer service. Tasks generally include running check-in, addressing attendee inquiries, assisting instructors during the training with timekeeping and setting up slides, preparing breakfast/lunch catering and coffee/refreshment breaks, set up/clean-up of supplies and training areas.

Accounts Payable and Procurement (35%) – the following tasks are done in accordance with University policies, as well as any funding guidelines and parameters:

• Place departmental and SHARP purchase and supply orders, maintaining and reconciling orders placed online, over the phone, or through department purchasing cards
• Assist with the life cycle of initiating, processing, adjusting, and closing out vendors, purchase orders, journals, check requests, wire transfers, invoices, reimbursements, travel and business expense reports
• Maintain financial files in a comprehensive and organized fashion

Communication and Point of Contact (10%) – the following tasks are done using professional correspondence to represent EHS via email, over the phone, or in-person:

• Execute effective communication and serve as the liaison between internal and external parties regarding informational inquiries, troubleshooting, or resolving purchasing/payment discrepancies
• Coordinate catering orders, and hotel and flight reservations as needed
• Serve as back up when the Assistant to the Department Chair is out of office. Assist with incoming email to Chair, calendar management, and electronic board advertisement postings
• Manage three department shared-space calendars for classroom and conference room reservations, and answer inquiries on space amenities and operations
• Manage central email account for SHARP Program inquiries
• Submit orders for emergency repairs and general department housekeeping as needed
• Pick up and distribute department mail, and deliver interoffice documents

Other related duties as required (10%)

The candidate needs to have strong skills in customer service, communication (verbal and written electronically), organization, and attention to detail. Please describe these qualities in your cover letter when applying.

Minimum Qualifications

• Bachelor’s degree or its equivalent required.
• Minimum three years of related experience is required.
• Must be able to work flexible hours when needed, including some evenings and weekends.

Preferred Qualifications

• 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.
• Demonstrated ability to exercise good judgment, manage competing priorities, and work productively when under deadline and with minimal supervision.

Other Requirements

Must demonstrate excellent verbal and written communication skills; maintain professionalism; and possess the ability to exercise excellent judgment, tact, confidentiality, and diplomacy in all interactions. 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. Ability to prioritize work and complete projects in a timely manner. Must be exceptionally and consistently well-organized and possess an orderly inclination. Willingness to work above and beyond regular hours, including evenings and weekends as events require. Black out days for time-off apply during SHARP training dates. Moderate level of physical activity required.

Equal Opportunity Employer / Disability / Veteran

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

Applications open: Jan 04 2021 Eastern Standard Time
Applications close: