"Administrative Coordinator"

Position Summary

The Department of Microbiology & Immunology at Columbia University Irving Medical Center seeks a full-time, highly organized, self-motivated Administrative Coordinator with good communication, prioritization, writing, and follow-up skills. Will be expected to work independently and determine when to escalate concerns.

Responsibilities

Reporting to the Department Administrator in Microbiology & Immunology, the Administrative Coordinator will be responsible but not limited to the following administrative functions of the department:

• Procurement: Process departmental requisitions and invoices. Assist labs with processing requisitions, change requests, and invoices in the Marketplace. Review and approve all Marketplace transactions. This includes confirming sufficient funding for charged projects, ensuring PI approval has been obtained, and making sure all university policies are followed.
• P-Card Administration: Assist with opening and closing P-Card accounts, train new cardholders, and handle requests for food and monthly spending limit changes. Approve all P-Card transactions for the department and ensure compliance with University regulations, including verifying that PI approval for all transactions has been obtained.
• Reimbursements: Review and approve CONCUR reports, ensuring they follow University guidelines and have sufficient project funding. Oversee CONCUR training and access.
• Office Administration: Manage copier repairs, answer phones, assist walk-in visitors, and order office supplies. Process yearly contracts for retreats and departmental services. Complete yearly Schedule F report for Foreign Activity. Clean-up of open Purchase Orders for Fiscal Year-End Closing, including selecting Purchase Orders for rollover and submitting reports for Goods and Services selected for rollover. Prepare Quarterly Accrual reports. Process checks for deposit.
• Reporting: Complete year-end and ad hoc reports related to purchasing trends and transactions.

This full-time position is designed to ensure efficient, high-functioning infrastructure to support general operations and departmental missions. Hybrid work schedules can be considered after 12 months in the position.

Minimum Qualifications

Bachelor's Degree or equivalent in education and experience required. Three years related experience required.

Preferred Qualifications

Strong communication and customer service skills. You're a clear, effective communicator, both verbally and in writing, who can tailor information for diverse audiences. You also have exceptional customer service skills, a proactive attitude, and a positive demeanor. Highly adaptable and proactive. You demonstrate a high degree of initiative by identifying opportunities and acting independently with minimal supervision. You can quickly adjust to new situations and persist toward goals despite changing circumstances. You also actively seek opportunities to increase your skills and remain current in your role. Excellent organizational and time management skills. You can set priorities, manage and archive documents systematically, and handle multiple tasks and deadlines with efficiency. You have exceptional attention to detail, ensuring all information is complete and accurate. Proficient in relevant technologies and experienced in academic settings. You are computer literate with a solid understanding of basic Microsoft Office programs and are comfortable with Apple/iOS systems. You have also demonstrated experience working within academic settings.