Administrative Coordinator - CCTI

Position Summary

The Administrative Coordinator provides comprehensive administrative, operational, and programmatic support to the Columbia Center for Translational Immunology (CCTI), the Columbia Center for Human Development/Stem Cell Therapies (CCHD/CSCT), and the Center for Research on Aging and Quality of Life (CRAQoL). Under the direction of the Chief of Staff and Center Administrator, the incumbent supports research administration, recruitment, center operations, and compliance activities to ensure efficient functioning of all centers.

Responsibilities

• Support preparation, review, and renewal of grant and subcontract proposals for CCTI and CCHD/CSCT.
• Coordinate daily center operations, including scheduling meetings, managing visitor itineraries, and supporting center programming.
• Organize and execute logistics for center-based meetings, including scheduling, room preparation, communications, and catering.
• Manage schedules for external visitors, medical students, trainees, and affiliated researchers across all centers.
• Serve as the primary Human Resources liaison for CCHD/CSCT and CRAQoL, managing recruitment, onboarding, compliance, and employment lifecycle documentation.
• Prepare and submit HRCULES transactions, job postings, visa documentation, and related HR actions.
• Serve as primary faculty submitter and trainer for Concur reimbursement requests; provide guidance to lab members and trainees.
• Provide administrative cross-coverage during staff absences, including phone and front desk support.
• Participate in monthly staff meetings and assist in planning staff events, recognition activities, and community-building initiatives.
• Deliver training to center members regarding administrative processes, policy updates, and reimbursement procedures.
• Assist students and fellows with administrative components of application development and program participation.
• Perform other administrative and financial support duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience, plus three years of related experience.
• Proficiency with Microsoft Office, particularly Excel, and strong general computer skills.
• Strong written and verbal communication skills, including familiarity with medical and scientific terminology.
• Excellent organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively within a fast-paced team environment.

Preferred Qualifications

• Administrative experience in an academic research or healthcare environment.
• Experience supporting NIH grant submissions and knowledge of federal grant policies.
• Familiarity with eRA Commons, Concur, HRCULES, and ARC systems.

Other Requirements

• Successful completion of applicable compliance and systems training requirements