Under the supervision of the Director of Operations, the Operations Officer will support efforts to address critical operational priorities, implement and maintain effective systems, and streamline internal processes. The Operations Officer will interact directly with staff in ICAP, the Mailman School, Columbia University Medical Center and Columbia University, as well as outside vendors and collaborators on operations-related projects, as assigned.
General Operations Support - 40%
Coordinate and support the management of various projects, as assigned, through successful engagement of and collaboration with stakeholders both internal and external to ICAP
Manage and track progress of assigned projects, including developing and maintaining systems for tracking tasks and timelines to ensure timely output and deliverables to managers and stakeholders
Manage the dissemination of operations-related information and reports to management and staff, address issues to be investigated and resolved, and adhere to established deadlines
Coordinate and track the reimbursement of project expenses associated with ICAP's Harlem Prevention Center and Informatics Service Center
Ensure compliance with Columbia University policies, sponsor terms and conditions, and government regulations and requirements
Electronic Document Retention -20%
Prepare, scan, index, track, and verify records and documentation
Catalogue, prepare and schedule hard copies of files for archive or appropriate disposal
File documents in accordance with established procedures and guidelines
Payroll & Effort Systems -20%
Support a wide range of systems and processes associated with the forecasting, expensing, and monitoring of NY and country office payroll expenses to ensure compliant and efficient utilization of sponsor funds and organizational resources
Support systems and processes associated with the quarterly review and annual certification of effort for all NY and country office personnel and track progress to ensure on-time completion
Legal and Procurement Support -15%
Serves as a point of contact for requirements associated with country office property leases, agreements, and registrations
Works closely with MSPH, CU Purchasing and CU Office General Counsel to ensure expedited reviews and approvals
Perform other related duties as assigned - 5%
Four years of experience addressing management and operational requirements of donor-supported public health or development projects within a non-profit or academic setting.
Excellent interpersonal, organizational, record-keeping, writing, and verbal communications skills and a demonstrated orientation towards customer service.
Able to work in a fast-paced environment with demonstrated ability to manage multiple and competing demands, establish priorities, and meet deadlines with minimal oversight.
Capacity to work with a high degree of independence within a matrixed, deadline-driven, multi-tasking environment.
Ability to document procedure, and to write reports and operational guidelines.
Advanced skills in the Microsoft Office suite, particularly Excel.
Intermediate skills in Adobe Acrobat Pro and document imaging software
Periodic international travel may be required to Sub-Saharan Africa 10% of time.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 502779
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.