Administrative Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $64,350-$68,000

Position Summary

Reporting to the Chair of the Department of Molecular Pharmacology and Therapeutics and the Department Administrator, the incumbent will be part of an administrative team that supports the Department of Molecular Pharmacology and Therapeutics and its faculty and staff. The incumbent will perform a variety of administrative and financial-related support tasks.

Responsibilities

Specific responsibilities include, but are not limited to:

Communications

• Serve as the main point of contact for departmental communications and updates
• Update and maintain the department website
• Moderation of social media presence for the department
• Coordination of departmental newsletter

Faculty Recruitment

• Serve as the main contact person for faculty recruitment
• Plan and organize recruitment visits

Financial/Procurement

• Process vendor invoices and travel and business expense reports (Concur) and check requests for payment/reimbursement by entering information into ARC & Concur and uploading requisite support documentation. This includes preparing and processing expense reports for department faculty, staff, students, and guests/visitors.
• Serve as principal liaison with vendors for order tracking, error corrections, returns, and adjustments.
• Coordinate and place orders for goods and services from vendors.
• Reconcile P-card purchases weekly using the University's online financial management tool (ARC) and the departmental financial database.
• Process monthly charges in iLabs for internal departmental equipment, microscopy, and histology bundles.
• Preparation of requisitions to create purchase orders

Administrative Support for the Chair

• Manage the Chair's schedule including scheduling and confirming meetings, coordinating committee meetings and conferences; handing travel arrangements, developing itineraries and agendas, and assisting with correspondence.
• Act as a liaison between the Chair and the University financial teams; prepare and submit reimbursement reports
• Organize meetings and special seminars

Support Department faculty

• Interface with facilities
• Processing reimbursements

Other

• Other administrative-related duties & responsibilities as assigned

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience.

Preferred Qualifications

• Experience in an academic setting.
• Knowledge of the University's financial accounting systems, ARC is preferred.

Other Requirements

• Must have excellent interpersonal, oral, and communication skills.
• Must be able to write in a clear, concise, informative, and professional manner.
• Must have proven ability to take initiative and meet deadlines.
• Must have good business-level knowledge and functional use of Microsoft Office (Word, Excel, Outlook).
• Must have basic to intermediate knowledge of Adobe Acrobat (and know how to create and manipulate PDF files).
• Knowledge of document scanning and electronic document management.
• Must be able to interact well with a broad spectrum of people.
• Be highly organized and highly proactive.
• Must be detail-oriented and possess analytical skills.
• Ability to work independently and multi-task are key qualities that are desired.

Equal Opportunity Employer / Disability / Veteran

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