The incumbent provides administrative support to a Principal Investigator (PI). This includes but not limited to providing administrative, non-scientific work required of the research group, consisting of students and postdocs; managing logistics of funding agencies on-and-off site program reviews and organizing conferences; providing information required for preparation of government and non-government proposals; assisting the PI with the preparation of grant annual reports and performing on-line submission; Reviewing monthly financial reports; making travel reservations for the PI's research group members and visitors; reviewing group members' travel reimbursement documents; acting as a liaison between the PI and department staff in requests for purchasing, meetings and seminars, and academic appointments; ensuring compliance with University's regulations, funding agencies' requirements, and federal guidelines.
Makes plans and arrangements for all aspects of on-and-off site program reviews and conferences. For on-site events, the incumbent prepares signs for event locations and poster boards, coordinates with the Department staff on parking reservation, room booking, and food ordering. For off-site conference, the incumbent negotiates with hotels for rates and services, blocks rooms, handles the logistics for menus, invitations and meeting materials.
Handles the scheduling of seminars and makes arrangement of weekly meeting such as agenda, food/drinks.
Works closely with the PI and the Department staff on proposal preparation. The incumbent updates CV and Current and Pending, formats references and proofreads proposals; assists the PI with annual report preparation and on-line submission.
Makes travel arrangements for the PI and group members, prepares reimbursement document for PI and reviews reimbursement document for the group members for submission in accordance with the University's reimbursement policy.
Liaises with the Department staff on the purchasing of technical, scientific, and laboratory materials and equipment, which includes communications with vendors, requests for competing quotes for requisitions and makes sure required supporting documents and the appropriate grants are provided for the purchases.
Ensures compliance with University's policies and funding agencies' requirements for all financial related matters; apprises the PI on new regulations and policies from the University and the funding agencies.
Coordinates with the Department staff on academic appointment by providing the initial required information that includes gathering visa status, CV, proof of Ph.D. from the prospective scholars.
Proofreads and submits letters or references. Performs other related duties as assigned.
Bachelor's degree or equivalent, with two years of related experience required.
Experience in an academic and grant-based environment preferred.
Strong communicative, collaborative, interpersonal, and organizational skills required.
Must be detail-oriented and have proven ability to work well under pressure on multiple concurrent tasks and be able to meet the deadlines without supervision.
Must have the ability to acquire in a short time an understanding of the University's policies and funding agencies' guidelines.
Must have the ability to follow the University' procedures and funding agencies' regulations. Computer proficiency required.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 505188
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