Administrative Coordinator

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $62,400 - $68,000

Position Summary

Data Science Institute (DSI) at Columbia University is a world-leading institute in research and education in the theory and practice of the emerging field of data science. The Data Science Institute's mission involves advancing the state of the art in data science; transforming all fields, professions, and sectors through the application of data science, while ensuring the responsible use of data for the benefit of society.

Reporting to the Executive Assistant, the Administrative Coordinator ensures seamless coordination of day-to-day operations and contributes to the effective management of the Institute's executive office. This role provides high-level administrative support to the Data Science Institute's Leadership Team, including the Chief Operating Officer and Executive Director for Strategic Partnerships. The Administrative Coordinator will handle a wide range of responsibilities, from calendar management and travel logistics to communication and event coordination, ensuring the Leadership Team's time is managed effectively and in alignment with the Institute's goals.

Responsibilities

• Provide proactive administrative assistance to the Leadership Team, anticipating needs and ensuring schedules, communications, and deliverables align with organizational priorities.
• Independently manage calendars for leadership, prioritizing conflicting demands and ensuring efficient use of time through thoughtful scheduling.
• Draft, review, and distribute internal and external communications, ensuring documents are polished, professional, and align with organizational messaging standards.
• Plan, organize, and manage all aspects of internal and external meetings, including drafting agendas, preparing materials, documenting detailed minutes, and tracking follow-up actions to ensure accountability.
• Coordinate logistics for conferences, workshops, and large-scale Institute events, including venue selection, catering, and vendor management to ensure smooth execution.
• Oversee the scheduling, setup, and technical readiness of conference rooms, ensuring spaces are equipped with necessary materials and technology for effective meetings.
• Act as the primary point of contact for the Institute, managing inquiries and requests with professionalism and efficiency, and ensuring stakeholders receive timely responses and accurate information.
• Foster and maintain strong relationships with internal teams, external partners, and key stakeholders, contributing to a collaborative and welcoming environment.
• Arrange domestic and international travel for the leadership team, ensuring adherence to organizational policies, securing approvals, and managing itineraries.
• Process and reconcile travel-related expenses, ensuring timely and accurate reporting in compliance with financial policies.
• Coordinate and support the implementation of special projects and initiatives, working closely with project leads to monitor progress, facilitate communication, and meet established deadlines.
• Conduct research and provide detailed analysis or recommendations to support project objectives and organizational goals.
• Identify opportunities to streamline administrative workflows and implement process improvements to enhance operational efficiency.
• Maintain and update administrative resources such as templates, manuals, and tools to ensure consistency and accessibility for team members.
• Maintain accurate and organized records of communications, meetings, and project updates, ensuring accessibility and compliance with institutional standards.
• Generate reports on administrative activities, event outcomes, or project progress as requested by leadership, providing actionable insights where appropriate.
• Perform additional tasks as assigned.

Minimum Qualifications

• Bachelor's Degree or its equivalent and 0-2 years of relevant experience, preferably in a higher education or executive setting;
• Exceptional organizational, written and oral communication skills with a strong attention to detail;
• Comprehensive knowledge of computer software applications such as Gmail, Google Workspace, Word, PowerPoint, Excel, Zoom with the ability to learn new technology quickly;
• Motivated self-starter who enjoys working with people and has a customer service orientation;
• Demonstrated ability to manage projects independently, to work collaboratively as a member of a team and to lead on project specific assignments with a high level of initiative, enthusiasm and commitment

Equal Opportunity Employer / Disability / Veteran

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