- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $85,000- $95,000
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 Office of the EVPR has overall responsibility for Columbia University’s research enterprise. It works to promote an institutional environment that sustains the high quality of the University’s research program, while ensuring that research is conducted in compliance with all applicable laws, regulations, and University policies. The Office assists investigators seeking external funding, promotes interdisciplinary research, and provides seed money for innovative early-stage research. The Office administers the policies governing the conduct of the research at the University and the management of its research programs.
Reporting to the Executive Vice President for Research (EVPR), the Executive Assistant assumes overall responsibility for executive-level administrative support for the Office of the EVPR, as well as acting as a key team member on the design and completion of regular and special projects and serving as the point person for coordination on important initiatives and collaborations across the different units within the EVPR Office. This position serves as a primary administrative contact for the Office, communicating with all levels of University faculty and staff, as well as external constituents.
The ideal candidate is highly motivated with extensive experience providing executive-level support and project management skills in a fast-paced environment and can solve problems independently or with minimal direction. This position requires flexibility, judgment, tact, timeliness, attention to detail, and the ability to multi-task.
The Executive Assistant is responsible for the overall coordination of the EVPR's activities, based on a thorough understanding of the EVPR's priorities. The Executive Assistant collaborates with the EVPR nine reporting units (EVPR Units) on a regular basis. This position also works closely with the Executive Assistant to the Vice President for Research Operations and Policy, who reports to the EVPR, to ensure the effective functioning of the Office.
Responsibilities
Executive Support
• Overseeing all scheduling for the EVPR, which includes a complex and frequently changing calendar
• Managing internal and external meetings, by Zoom and/or in-person, ensuring meeting details are accurate, participants are prepared, meeting materials are provided, and follow-up is prompt
• Proactively plan and make all travel and logistical arrangements for the EVPR
• Processing all incoming correspondence and expense reports for the EVPR
• Working closely with the EVPR Units to ensure effective office operations
• Coordinating special projects on behalf of the EVPR, frequently involving faculty and/or senior officers of the University, and industry and government leaders.
Communications
• Overseeing the administration of the EVPR website, including coordinating website administration for the EVPR Units; authors and edits website content
• Providing website and communications support when needed for the EVPR Units
• Managing the EVPR’s communications, including sending University-wide emails and managing applicable listservs, groupers
• Responding to requests for information from individuals, including University personnel, alumni, and external constituents Acting as the source of personnel contact information by maintaining updated datasets.
Event Planning and Management
• Coordinating regular and special events, ensuring the events meet Office goals
• Sourcing spaces, vendors and adhering to event contracts
• Creating and implementing event advertising and communication strategies.
Process Improvement
• Serves as point of contact for the EVPR and the EVPR Units for collecting, collating, and managing data. Based on this data, answers queries about and presents high-level trends with analysis for research at Columbia.
• Supports EVPR and EVPR office leads on special projects
• Where necessary acts as catalyst for process improvement, executes on necessary changes to process/procedure
• Coordinates and collaborates with all EVPR office leads and their staff to help administrative management of EVPR's office.
Carrying out all other duties as assigned by the EVPR.
Minimum Qualifications
• Bachelor’s degree and 4 to 6 years of related experience required
• Two years of progressively responsible experience in program or event management, preferably in an academic or non-profit setting
Position Specific Qualifications
• Outstanding organization, communication, and project management skills
• Excellent attention to detail and strong organizational skills
• Proactively follow up and attend to time-sensitive matters while managing complex longer-term projects
• Experience developing communications content for diverse audiences and perspectives, and communicating via a wide variety of channels, including websites, email, and formal reports
• Excellent judgment and ability to handle highly confidential information and materials with discretion.
• Ability to set priorities and work efficiently and responsivley in a highly pressured environment
• Ability to relate to all levels of personnel
• Positive attitude and the ability to work as part of a team
• Technical experience required, including Office Suite, Google Docs, Google Analytics, and content management.
Preferred Qualifications
• Willingness to learn new IT systems. Familiarity with generative AI and Drupal, highly desirable
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.