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Columbia University Program Coordinator I in New York, New York

  • Requisition no: 515934

  • Work Type: Full Time

  • Location: Campus|Medical Center

  • School/Department: null

  • Categories: Administrative Support

  • Job Type: Officer of Administration --

  • Bargaining Unit:

  • Regular/Temporary: Regular

  • End Date if Temporary:

  • Hours Per Week: 35

  • Salary Range: Commensurate with experience.

Position Summary

Reporting to the Director of the Gertrude H. Sergievsky Center, the Program Coordinator I is responsible for coordinating day-to-day activities related to the Center’s research operations and administrative functioning of senior research faculty in the Center.

The Center is large complex enterprise where the director is also the Chair of Neurology and Co-Director of the Taub Institute. The organizations share common missions of teaching, research and clinical care under one leader. There is considerable interaction among the three organizations, therefore the complexity and dimensions of this position require outstanding skills as well as professionalism.

Responsibilities

Programmatic and Research Operations (50%)

  • Attend Director’s research meetings and conference calls as requested

  • Record minutes from Director’s research meetings and distribute to appropriate parties

  • Assist with maintenance of research related documents (other support documents, biosketches, etc.)

  • Assist with coordination of large scale research projects and establishment of inter institutional agreements such as MTAs and DUAs

  • Coordinates and processes requests for data sharing

  • Assist faculty members with uploading manuscripts to obtain PMCIDs for compliance

Administrative (50%)

  • Greets guests, answers multiple phone lines, and relays messages using sound judgment. Ensures the highest level of diplomacy and discretion when interacting with visitors and callers. Discerns the nature and purpose of visits and calls with professionalism and exceptional hospitality.

  • Working with the Executive Assistant to the Director, update and maintain calendar

  • Schedule and arrange research conference calls and meetings

  • Coordinate internal and external meetings, conferences, and travel arrangements

  • Prepare travel reimbursements and provide backup documentation

  • Prepares correspondence, forms, and specialized documents related to the division from drafts, notes, brief instructions; proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling; facilitate letters for Director’s signature.

  • Submit work orders to facilities as needed for the office

  • Track and order office supplies

  • Support operational needs of the Center, including tracking of space use and allocation

  • Perform related work as required

Minimum Qualifications

Requires a bachelor's degree or equivalent in education, training and experience, plus three years of related experience.

Preferred Qualifications

  • Tact and good judgment in confidential situations and proven experience interacting with senior management is essential as well as excellent customer service and superior verbal and written communication skills

  • Must be detail-oriented, highly organized, work independently, adaptable, and work as a team player in a fast-paced environment

  • Bachelor’s degree in a related field

  • Highly proficient Microsoft Office skills, including ability to utilize advanced features in Outlook

Other Requirements

  • Given the broad and complex scope of the Director’s responsibilities, the successful candidate will be balancing each aspect with prevision and sensitivity as well as absolute discretion.

  • The ability to complete multiple tasks with competing priorities

  • 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.

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