Administrative Assistant

Columbia University - New York, NY4.1

This position is located on the Lamont Campus in Rockland County, NY.

Provides administrative support for the Associate Director and Division Administrator, Faculty and Principal Investigators, students and staff of large, very active, grants-funded research science division of Lamont-Doherty Earth Observatory.

Provides administrative support to Marine Geology and Geophysics 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 for Lamont's people pages. Prepares expense reports, TBERS, 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.

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. Reports 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, compile CVs, activity reports 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 ie. space allocation.

Works with minimal supervision within well defined guidelines.

Minimum Qualifications for Grade
Applicant MUST meet these minimum qualifications to be considered an applicant

High school graduate with 3 years office management experience required.

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.

Additional Position-Specific Minimum Qualifications
Applicant MUST meet these minimum qualifications to be considered an applicant

Computer skills with proficiency in MS Office, specifically Excel including spreadsheet and database management required.

Special Instructions

Preferred Qualifications

Associates Degree with accounting background preferred.

Experience with agency requirements for submission of sponsored research proposals through NSF Fastlane, and NASA NSPIRES preferred.

Familiarity with Columbia University systems such as ARC and RASCAL a plus.

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:
HIPAA Compliance training required

No Response

Participation in Medical Surveillance required

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What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date


Requisition Close Date

Open Until Filled

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