The Lamont-Doherty Earth Observatory of Columbia University located in Palisades, New York, is seeking a full-time Administrative Assistant to provide administrative support including support for proposal submission for the Associate Director and Division Administrator, Faculty and Principal Investigators, students and staff of large, very active, grants-funded research science division.
Provides administrative support to Marine Geology and Geophysics Division and serves as liaison between Division members and Administration. Coordinates arrangements with HR and Administration for incoming students, staff and visitors, such as visa forms, office setup including email, mail and telephone information for Lamont's people pages. Assists PIs and staff with travel arrangements in CONCUR (the Columbia University Travel System) and can be a delegate for the staff. Prepares expense reports, coordinates space allocation, renovations, moves, housing and hotel reservations and limo arrangements. Maintains electronic and hard copy files for division, A.D. and D.A. Purchases Division's office equipment, furniture and office supplies 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. Assists researchers with various online platforms and help in order to assist with proposals and collaborations in research. Coordinates and support Division members input into website.
Involved with all aspects of 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. Report to D.A. when special circumstances arise. Develops and maintains databases for divisional controls including: Proposal tracking sheets, salary tracking, PI information, etc.
Organizes and coordinates events, conferences, workshops and seminars for Division members. This includes, but is not limited to: arranging travel, transportation and accommodations for outside participants, reserving event 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. Prepares spreadsheets for workshops, tracking and submitting invoices and travel expense reports/check requests for meeting participants and guest speakers and Division members.
Coordinates Associate Director's calendar; schedules senior staff meetings and performance evaluations, compiles CVs, activity report and C&P's for the evaluation process. Assists Associate Director in other tasks. Assists in maintaining Division web pages as needed or to update various databases, i.e., space allocation. Other duties as assigned.
Works with minimal supervision within well-defined guidelines. Receives broad guidance and direction on proposal submissions and administrative logistics from the DA and Principal Investigators, and interacts closely with other research faculty, officers of administration, and support staff within the organization. No supervision of others.
High school graduate with 3 years of office management experience; Associate's degree with accounting background preferred.
Previous Columbia University experience preferred.
Experience with agency requirements for submission of sponsored research proposals through NSF Fastlane, NASA NSPRIRES, ARC, RASCAL are preferred.
Computer skills with proficiency in MS Office, specifically Excel including spreadsheet and database management required.
Willing to learn technology platforms to assist with proposals and research. Capable of navigating various online platforms.
Excellent interpersonal, time management, organizational and communication skills required.
Must be able to maintain confidentiality and work effectively in a high pressured and deadline oriented environment.
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.