Columbia University in the City of New York

Executive Assistant, Interschool Projects

Columbia's Zuckerman Institute is seeking an Executive Assistant to be responsible for interschool and interdisciplinary programs to promote a culture of inclusion and collaboration between the Zuckerman Institute and the Columbia community.

Position Summary

The Executive Assistant, Interschool Projects will report to the Chair of Interschool Planning for the Zuckerman Institute and is responsible for the successful operations of interschool and interdisciplinary programs to promote a culture of inclusion and collaboration between the Zuckerman Institute and the Columbia community.

The Executive Assistant, Interschool Projects will act as liaison within the Lab by providing proactive and responsive executive-level support while interfacing with employees, senior and professional staff, faculty, and other external partners. Working independently, the Executive Assistant serves as the central resource support the Chair of Interschool Planning Lab on projects and manage daily logistics and operations of the Lab.

 

Responsibilities

Partners with the Chair of Interschool Planning to develop faculty committees for intellectual life in the Zuckerman Institute ensuring responsibilities of the committee members are appropriately allocated, conducts periodic review to assess balance and feasibility of task completion.
Acts as a liaison with potential affiliate members, using independent judgment to draft responses on behalf of the Chair of Interschool Planning pertaining to affiliate membership.
Manages university wide Zuckerman Institute Affiliate Member program, including lists and communications ensuring all initiatives and email lists associated with the Chair of Interschool Planning are up to date and accurate.
Manages the day-to-day functions of the Chair of Interschool Planning’s laboratory; ensuring lab members are fully compliant with University guidelines for research activities, ordering of supplies, responding to correspondence pertaining to inquiries from lab staff and internal and external partners. Ensures Chair and lab members necessary protocols are up to date and submit protocols in a timely fashion; ensuring new members are added.
Partners with the finance team to oversee the Chair’s lab expenses and monitor grant funds; orders office and lab supplies; reconcile all transactions in a timely fashion; submit lab members’ travel and reimbursement in Concur.
Ensures all service contracts are up to date; coordinate scheduling with internal and external departments as needed.
Collaborates with HR to hire and onboard new lab members (undergrads, techs, postdocs); manages postdocs appointments; visas; and paid time off. Serves as a resource to lab managers on lab protocols, safety and animal use training and other onboarding activities.
Drafts written communication for Chair’s external activities, including applications for funding and external advisory activities, and letters of recommendation (editing, transcribing and submitting).
Work with techs, postdocs, students with grant writing; communicates with collaborators and attend conferences.
Plans events for scientific gatherings; executes meeting and event logistics ensuring appropriate publicity materials, working with building operations.
Oversees the logistics of the Chair’s calendar and manages changes to any travel arrangements and ensures all commitments and deadlines are accurately recorded and tracked accordingly.
Performs additional duties and special project management as assigned.

 

Minimum Qualifications

Bachelor’s degree and/or equivalent related experience required. 3-5 years of related experience.
Fluency in computer skills, including website management, Microsoft Office, and graphics programs. 
Excellent oral and written communication skills, including a high level of attention to detail and active listening skills.
Must have the ability to take initiative and work under minimal supervision, as well as respond to direction and deliver work with quality and timeliness.
Strong interpersonal skills and ability to handle confidential information with excellent judgment and discretion. Must maintain an excellent attention to detail and possesses an ability to maintain confidentiality.

 

Preferred Qualifications

Degree in a science-related field preferred.
Familiarity with research in the academic environment and the desire to advance interdisciplinary initiatives is strongly preferred.
Familiarity with planning and scheduling overseas travel desirable.
Successful candidate must possess excellent organizational and analytical skills.
Demonstrated ability to effectively and flexibly partner with a diverse group of administrators.

 

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

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