Administrative Coordinator

6 days ago

Palisades, United States Columbia University Full time

Position Summary This position coordinates a wide range of administrative activities for the Seismology, Geology & Tectonophysics (SGT) Division under the supervision of the Division Administrator (DA), uses Columbia University (CU) systems for account management, proposal preparation, and other business systems in support of the scientific activities of the Division and serves as the first point of contact for administrative and office management queries. Responsibilities Works with scientific investigators and the DA to prepare grant proposals. Develops budgets that conform to federal rules, agency requirements, and CU policy. Coordinates with sub-awardee institutions. Coordinate proposal preparation with Principal Investigators, ensuring agency and university compliance. Coordinates signature requirements for submission. Uses CU systems for proposal submission and tracking. Coordinates post-award administration of research grants, including: reconciling and updating accounts and charges; preparation and maintenance of monthly account statements; and submission and tracking of invoices and cost transfer requests. Prepares Division budgets and performs financial analyses of the Division. Works with the Division staff to create budgets for non-sponsored accounts. Processes requests for stipends, wire transfers, etc. Coordinates payroll requests. Uses online CU financial and business systems for all aspects of post-award administration. Coordinates with Columbia Climate School (CCS) Shared Services to perform administrative activities, including, but not limited to, travel, purchasing, vendor management, HR, finance, etc. Coordinates with CCS and Division staff to accomplish administrative activities in support of scientific projects. Performs a range of duties in support of Division-wide activities, such as annual performance evaluations; maintenance of office supplies; management of Division equipment and accounts; management of Division budgets and office and laboratory space; maintenance of Division records; assisting in onboarding for incoming staff and visitors; assisting in organizing Division events; assists with travel. Other duties as required. Minimum Qualifications Bachelor’s Degree or equivalent of 0 -2 years related experience. Experience with sponsored research administration strongly preferred. High degree of comfort with computer-based work, including proficiency in MS Office, including spreadsheet and document preparation. Excellent interpersonal and organizational skills, analytical and problem-solving abilities, attention to detail, and communication skills required. Must be able to maintain confidentiality and work effectively in a deadline-oriented environment. Experience with federal requirements for submission of sponsored research proposals is desired. Prior experience with Columbia systems is a plus. 

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