CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $90,000 - $105,000

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range:

Position Summary

Reporting to Dr. Andrea Califano, the Administrative Manager will be able to perform independently a number of administrative, office, and scientific support tasks, and aid him and his Executive Director in managing their day-to-day activities at the University.

Responsibilities

Job responsibilities will include, but not limited to:

• Manage Dr. Califano’ s complex schedule. Schedule and confirm meetings, coordinate committee meetings and conferences. Make travel arrangements, develop itineraries and agendas. Coordinate meeting and event planning and ensure availability of protected time to perform scientific duties, such as writing manuscripts and grant proposals.
• Coordinate with the administrative assistants of other investigators to schedule complex meetings with multiple attendees and schedule recurrent meetings with lab members and administrative personnel.
• Schedule travel, and travel accommodations to attend conferences, invitations by other research institutions, and oversea events.
• Prepare and process expense reports, following-up with the appropriate departments of the University as needed.
• Keep bio-sketch, CV, biographies, etc., up-to-date including publication listings.
• Keep records of scientific presentations made by Dr. Califano.
• Proof and edit documents, letters of recommendation as required.
• Maintain and provide conflict of interest information for academic publications and presentations.
• Manage the scheduling of regularly occurring internal lab meetings.
• Update all aspects of the laboratory's website on a regular basis. 
• Provide direct support in organizing Dr. Califano’ s office and conference room, includes organizing scientific journals and periodicals, coordinating the maintenance of equipment, following up with building maintenance as needed for office cleanliness and repairs.
• Help track research project goals and grant deliverables for the lab.
• Coordinate recruitment initiatives, organizing the logistics for recruits and onboarding new lab members.
• Work with DSB HR to complete the RFP/requisition forms and other HR-related tasks for the Califano lab.
• Help write and submit IRB protocols and material transfer agreements.
• Manage dbGaP submission process and work with the lab members to submit all materials needed for approvals.
• PMCID maintenance: the Administrative Manager will be responsible for getting the PMCIDs for publications (to comply with NIH’s Public Access policy) and linking the publications via MyNCBI (for more than 7 grants).
• Oversee organizational and administrative aspects related to U54 grant activities, including coordination of meetings, some oversight of purchasing, help in coordination of Center retreats, and logistic support for the annual site visits of the NCI Program Officer(s) and of the External Advisory Committee.
• Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor’s degree or equivalent in education, training and experience, plus four years of related experience.
• Knowledge of MS Windows Office Professional, including email and calendar functions.

Preferred Qualifications

• Excellent interpersonal and communications skills.
• Ability to work and negotiate with diverse constituencies across the University.
• Ability to set priorities and exercise sound judgment.
• Ability to work effectively and efficiently with a small team of dedicated employees, resolving systematic problems in a pro-active way.
• Excellent written and oral communications.
• Experience in an academic setting is preferred.
• Understanding of the academic publishing process, e.g., acknowledgments of funding and conflicts of interest, institutional affiliation lists, re-use of copyrighted materials, color print charges, and dates of pagination as they affect NIH’s Public Access policy compliance.
• Experience obtaining PMCIDs for publications and managing MyBibliography, to comply with NIH’s Public Access Policy.
• Experience corresponding with the NLM to resolve routine and non-routine issues related to PMCIDs.

Equal Opportunity Employer / Disability / Veteran

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