Reporting to the Departmental Administrator, the incumbent will be part of an administrative team that supports the Department of Systems Biology and its faculty and staff. The incumbent will perform a variety of administrative and financial-related support tasks. In addition, he/she will provide ancillary assistance as needed to administrative team members.
Please note: This is a PART-TIME, 25 hours per week position, with benefits included.
Specific responsibilities include, but not limited to:
-Process vendor invoices, 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 employees and guests/visitors to the department.
-Serve as principal liaison with vendors for order tracking, error corrections, returns, and adjustments.
-Coordinate and place orders with vendors for goods and services. Methods for placing orders include purchase orders (using ARC), p-card, telephone, Internet, and occasionally traveling to vendor stores to place/pickup orders. Electronically file all associated paperwork (in the departmental document vault) and enter all transaction details into departmental financial database (shadow system). Update and maintain information as needed.
-Reconcile p-card purchases weekly using the University???s online financial management tool (ARC) and the departmental financial database.
-Coordinate and initiate all facilities requests for services to the department and manage keys for all DSB spaces.
-Will meet, greet, assist, and direct visitors to the office. Assist employees and guests with copying, scanning and faxing as needed. Assist employees who are having trouble with ID card activation.
-Assist with space management and maintenance of department directory/room signage. Manage all office supply inventory, and restock and order supplies as needed. Ensure copier and printers are stocked with paper and ink cartridges. Manage pantry supplies and water cooler maintenance. Ensure regular filter changes for tabletop water coolers on the 8th and 9th floors.
-Maintain the professional cleanliness and orderliness of the entire office space. Take corrective action as needed including scheduling response of maintenance personnel.
-Daily retrieval of mail from loading dock. Sort and distribute same. Perform hand-delivery and retrieval of inter-office mail items to/from campus locations.
-Sign for, receive, record and process all incoming shipments that are the result of placed orders. Ensure orders reach their final destination and have been received in good working condition. Prepare, coordinate and route outgoing mail, correspondence, and packages.
Event Planning, Seminars and Meetings:
-Lead coordinator and planner of logistics for all departmental events, including the department???s annual retreat.
-Manage all aspects of departmental seminar series, including the coordination of DSB Distinguished Seminar Series: schedule date with speaker and faculty host, create agenda for the speaker???s visit by organizing meeting with our faculty throughout the day, order food for seminar, schedule IT to set-up seminar presentation, create and distribute seminar flyer, make reservations for faculty and dinner with the speaker, coordinate travel arrangements, process all reimbursements and honorariums.
-Coordinate monthly department faculty meetings: coordinate schedule, order food, send email reminders.
Calendaring, Announcements, and Additional Responsibilities:
-Coordinate and book conference room reservations
-Distribute various employee announcements via email and postings on bulletin boards.
-Perform other related duties as assigned by the Departmental Administrator
-Bachelor???s Degree or equivalent in education, training and experience, plus a minimum of two years related work experience.
Additional Minimum Qualifications
-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.
-Experience in an academic setting is preferred.
-Knowledge of the University???s financial accounting systems, ARC, is preferred.
-Excellent knowledge of Columbia???s travel policy is a plus.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 516512
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