Advertised Summary Job Description: This position is located on the Lamont Campus in Rockland County, NY.
Provides direct support in office management and budget preparation and proposal assistance to scientists in an active research group. Maintains all records, both electronic and hard file, and is responsible for reports and related deadlines.
Involved with all aspects of grant proposal processing, including creating budgets/revisions, writing budget justifications, document formatting, upload and distribution. Works with PIs, administration and outside institutions in preparing and submitting research proposals and sub-awards. Checks for adherence to agency guidelines to ensure compliance, coordinates signature requirements for submission. Assists the DA with post award administration such as reconciling accounts, tracking and allocating charges, submitting invoices, and preparing journal requests to correct erroneous charges. Maintains databases for divisional controls including: monthly account statements, proposal tracking sheets, salary tracking, PI Information, etc. Monitors proposal planning and submission to ensure continuity of funding. Monitors for overdraft potential and provides support to PI's for alternative funding. Inputs data into ARC financial system and budget tool on behalf of Division Administrator, assists Division Administrator with financial analyses of division finances and planning.
Provides administrative support to Seismology, Geology & Tectonophysics Division and serves as liaison between Division members and Administration. Coordinates arrangements w/HR and Administration for incoming students, staff and visitors, such as visa forms, office setup including email, mail and telephone information. Prepares expense reports, coordinates housing and travel arrangements; maintains records. Purchases Division's office equipment, furniture and office supplies as well as materials and supplies for the scientific staff's research using Columbia Purchasing card. Uses Columbia's vendors such as EWAY, GovConnection, Apple Store etc. as a gateway for institutional discounts for computers and supplies. Allocates charges and prepares monthly reports, submits invoices and tracks charges. Understands and adheres to CU and Gov't purchasing regulations and guidelines; reconciles p-cards.
Organizes and coordinates all aspects of events, conferences, workshops and seminars for Division members. This includes, but is not limited to: arranging travel, transportation, accommodations, event coordination, technical support and clean up of venues, preparation of paperwork for visas, preparing menus, purchasing beverages and supplies, decorating, ordering catering, coordinating with technical staff on use of AV equipment and room set up, arranging direct billing including tax exemption. Tracks and manages all financial costs related to event; submits invoices and TBERs for payment. Provides office support such as travel coordination, arrangements for visiting scientists, including VISA's, travel, and heavy communications with foreign Visitors.
Assists in maintaining Division web pages. Schedules senior staff meetings and performance evaluation meetings, compiling necessary documents; arranges and maintains database for annual performance evaluation meetings.Maintains seminar room, conference room and library schedules; maintains and coordinates telephone set-up and accounting database. Assists with special projects and events; independently oversees the Division's involvement for the Annual Open House. Assists DA with Division discretionary budget.
Other duties as assigned.
Works with minimal supervision within well-defined guidelines. High degree of independent judgment and initiative within specified guidelines. Maintains maximum level of confidentiality.
General Minimum Qualifications: HS Diploma or its equivalent and 3 years of directly related experience required.
Excellent interpersonal, organizational and communication skills required.
Must be able to maintain confidentiality and work effectively in a high pressured and deadline oriented environment.
Additional Specific Minimum Qualifications: Computer skills with proficiency in MS Office, including spreadsheet and database management required.
Preferred Qualifications: BS or Associates Degree with accounting background preferred.
Experience with agency requirements for submission of sponsored research proposals desired.
Prior experience with Oracle accounting systems a plus, including Columbia University's ARC system.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_168293
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.