- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $80,000- $105,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Position Summary
The Senior Program Manager reports to the Associate Vice President of the Office of Research Initiatives and Development (ORID) and provides operational, financial, and administrative support as a key member of the team. Responsibilities include managing the office's programmatic initiatives, supporting the planning and execution of research funding opportunities and major academic events, financial tracking, inter-office communications, office administration, and other duties as assigned. This role combines administrative expertise with a strong understanding of office operations and project management.
The office anticipates changes that may impact the university's $1B research revenue stream, offering a unique opportunity for growth and innovation. The successful candidate will play a key role in shaping the office's future by contributing to process improvements and supporting strategic initiatives.
The successful candidate will take a hands-on and proactive approach, building relationships with key partners to facilitate office operations and high-priority projects. The incumbent will manage scheduling for large meetings, maintain attention to detail across all projects, learn the research environment, and demonstrate discretion in maintaining confidentiality unless otherwise instructed. The candidate will review and process financial transactions accurately and efficiently while operating independently and keeping supervisors informed of progress. Initiative is encouraged.
Responsibilities
Program Management and Event Support (60%)
- Manage the implementation of programs initiated by ORID.
- Orchestrate planning and preparation for external visits, workshops, and meetings, including agendas, meeting notices, draft minutes, and calendaring attendees.
- Ensure event logistics are executed, including arranging rooms, refreshments, and circulating materials.
- Coordinate faculty committees, plan academic events, and manage arrangements for external visitors, including travel, accommodations, and itineraries.
- Schedule group meetings and related appointments as necessary.
- Attend meetings and provide minutes/notes as requested.
- Provide support for proposal management for large grants and site visits.
- Maintain and update Research and Research Initiatives websites, including redesigns and the development of existing and future pages.
- Collaborate with team members to supervise undergraduate work-study employees on various administrative tasks.
- Schedule special initiative meetings, senior leadership meetings, and other priority or office-wide meetings.
- Interact with internal and external contacts at all levels of the University to coordinate meetings.
- Continuously evaluate program performance and implement improvements as needed.
Executive Support (15%)
- Provide complex calendar management for the Associate Vice President of Research Initiatives.
- Screen incoming calls and requests, exercise judgment and discretion, and create independent correspondence in response to inquiries.
- Coordinate travel arrangements, reservations, and itineraries.
- Draft, edit, and coordinate the distribution of listserv messages in collaboration with members of EVPR leadership.
Office Support (15%)
- Ensure a welcoming and professional working environment.
- Handle incoming communications in a timely and appropriate manner.
- Maintain confidentiality related to human resources matters.
- Coordinate office repairs, maintenance, and technological needs with Facilities and CUIT.
- Manage timesheets for office staff.
- Maintain office supplies and oversee purchases to ensure operational efficiency.
- Collaborate with other University units to establish productive working relationships with partners.
- Coordinate travel arrangements, including transportation and lodging.
Financial Processing (5%)
- Manage ORID's budget, including processing reimbursements, troubleshooting system errors, reconciling expenses, and supporting relevant trainings.
- Track and monitor office expenses to ensure alignment with budget targets.
- Project future fiscal year expenses and budgetary needs.
- Submit requisitions and purchase orders on behalf of the office.
Other Duties as Assigned (5%).
Minimum Qualifications
- Bachelor's Degree and a minimum of 4-6 years of related experience, functioning as an assistant to a senior officer with program management responsibilities is required.
Preferred Qualifications
- Excellent organizational and analytical skills.
- Ability to take initiative and work under minimal supervision.
- Ability to handle multiple projects by established deadlines.
- Strong written, oral, and interpersonal communication skills.
- Ability to exercise discretion and confidentiality.
- Eagerness to learn about interdisciplinary initiatives and research operations.
- Comfortable with change in a transitioning office.
- Curiosity to learn about sciences and research operations.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
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