Operations Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $65,300 - $65,300

Position Summary

The Vagelos College of Physicians and Surgeons Office of Development (VPS OOD), a part of the Columbia University Irving Medical Center (CUIMC), is dedicated to facilitating relationships that support the vision and mission of CUIMC and VP&S: to transform health by driving discovery, advancing care, and educating leaders.

Reporting to the Senior Executive Director of Finance & Operations, the Operations Coordinator will be responsible for supporting the day-to-day operations and logistics of VPS OOD, ensuring that the overall operational integrity of office spaces is maintained on a daily basis. The incumbent will serve as the main point of contact between key Columbia service support groups and VPS OOD staff to ensure general office maintenance and service requests are completed in a timely and satisfactory manner. They will also work with outside suppliers and vendors to purchase office supplies, furniture, equipment, printers, and other items necessary to maintain the daily integrity and operations of the office, monitoring supply levels and replenishing supplies as needed. Accordingly, the Operations Coordinator will be responsible for scheduling and receiving deliveries and will serve as the first point of contact for all guests to the office, notifying necessary staff members of arrivals and triaging guests/items accordingly.

The incumbent will manage relationships with vendors throughout the lifecycle of orders and projects, including handling contracts, invoicing, payments, and related administrative duties. They will also assist with VPS OOD's procurement activities by managing a Purchasing Card, acting as a departmental resource in Concur, Columbia University's travel and business expense management system, and working with finance-related University service groups such as Vendor Management, Purchasing, and Accounts Payable. On a periodic basis, the Operations Coordinator will also assist with gift processing. Other special operations projects, such as office moves, office space repairs, and construction projects, will be managed and executed by the Operations Coordinator in conjunction with the Senior Executive Director.

Responsibilities

• Ensure overall integrity of office space is maintained, including general functioning of office spaces, organization of all office supplies, and general tidiness of common areas; monitor and maintain adequate office supplies and equipment, conducting regular walkthroughs of spaces; order supplies, unpack boxes, and restock supplies as needed; schedule and coordinate deliveries and repairs; schedule and coordinate other special service requests as needed. - 25%
• Serve as the liaison between CUIMC Facilities, Telecom, and other related Columbia service groups to process requests and meet the operational needs of staff; manage requests from start to finish to ensure proper completion; confirm appropriate billing of requests and identify corrections as needed. - 25%
  
• Manage accounts with various supply and equipment vendors, handling contracts, invoicing, and payments; manage departmental Purchasing Card (P-Card) and Travel Card; reconcile expenses in ARC with appropriate chart string (account) information and backup documentation/information; assist with Finance-related internal tracking processes. Serve as departmental resource for Vendor Management requests. -25%
• Receive and sort USPS mail, packages and other deliveries and notify recipients/staff members; accordingly, coordinate inter-departmental mail delivery as needed; receive and welcome guests, escort guests to appropriate areas as needed. -15%
  
• Provide general administrative support to the Associate Vice President, Finance, Operations and Alumni Relations and the Senior Executive Director, including calendar management and meeting scheduling. - 5%
  
• Periodically assist with gift processing, and other duties and special projects as assigned. - 5%
  

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience required

Preferred Qualifications

• Advanced experience with Microsoft Office software
• Proficiency with PCs, and Windows software
• Experience with Salesforce

Other Requirements

• Must be highly organized and professional, while possessing strong written and verbal communication skills
• Excellent interpersonal and customer service skills with a poised, mature, and professional nature, able to collaborate with staff at all levels
• Detail oriented with superior organizational skills and the ability to manage and prioritize a variety of projects at once
• Resourceful, proactive and thorough, with a focused, self-starting attitude and the ability to work independently and as a member of the team
• Ability to lift heavy items such as boxes and packages, and unpack and sort items accordingly
• This is a hybrid role
• Cover letter and resume required

Equal Opportunity Employer / Disability / Veteran

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