Administrative Coordinator, CTV

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

Position Summary

Columbia Technology Ventures (CTV) is the technology transfer office for Columbia University and a central location for many of the technology development initiatives, entrepreneurial activities, external industry collaborations, and commercially-oriented multidisciplinary technology innovations across the university. CTV's core mission is to facilitate the transfer of inventions from academic research labs to the market for the benefit of society on a local, national, and global basis. Each year, CTV manages more than 400 invention disclosures, 100 license deals, and 20 - 30 new IP-backed startups, involving over 750 inventors across Columbia's campuses. CTV currently has over 1,500 patent assets available for licensing, across research fields such as bio, IT, clean tech, devices, big data, nanotechnology, materials science, and more.

CTV has extensive experience founding and supporting technology initiatives to enable promising technologies to accelerate across the "valley of death" and reach the market as quickly and successfully as possible. Many of these initiatives are explicitly multi-institutional, requiring extensive collaboration with our peer universities and their tech transfer offices. A few of the organizations CTV has been instrumental in establishing are the PowerBridgeNY clean energy proof-of-concept center, the NYC Media Lab, and the Columbia Biomedical Technology Accelerator (Columbia BiomedX), formally the Columbia-Coulter Translational Research Partnership. In addition, Translational Therapeutics (TRx) Resource was launched in 2016, in collaboration with the Irving Institute for Clinical and Translational Research and The Clinical Trials Office, to advance novel therapeutics from the lab towards the path of commercialization and clinical implementation.

CTV runs a number of validation and industry partnership programs. Its Business Development (BD), Industry Relations Group (IRG), and Lab-to-Market (L2M) teams collaborate regularly on multiple initiatives, which calls for a coordinated approach for certain functions spanning across these teams, leading to unlocking additional synergies.

CTV's efforts are backed by 50+ full time staff and an additional 30+ graduate student interns (CTV Fellows), providing broad support to the Columbia community and other stakeholders with marketing, legal (patents, contracts, etc.), business start-up help, and administrative tasks. CTV also runs an Executive-in-Residence program, which brings seasoned industry executives, serial entrepreneurs, and investors to campus to support faculty and student entrepreneurial activities.

The Administrative Coordinator will collaborate with Columbia Technology Venture's Executive Director and operate across the CTV teams (Licensing, BD, IRG, L2M, Finance & Administration and Compliance) to ensure key logistical and administrative activities are coordinated/aligned. The Administrative Coordinator reports directly to the Associate Director, Finance & Administration, but works closely with the Executive Director and each of the managers for Licensing/BD/IRG/L2M/F&A.

DIVERSITY MISSION STATEMENT

Columbia is dedicated to increasing diversity in its workforce, its student body, and its educational programs. Achieving continued academic excellence and creating a vibrant university community require nothing less.

Both to prepare our students for citizenship in a pluralistic world and to keep Columbia at the forefront of knowledge, the University seeks to recognize and draw upon the talents of a diverse range of outstanding faculty, research officers, staff, and students and to foster the free exploration and expression of differing ideas, beliefs, and perspectives through scholarly inquiry and civil discourse. In developing its academic programs, Columbia furthers the thoughtful examination of cultural distinctions by developing curricula that prepare students to be responsible members of diverse societies.

In fulfilling its mission to advance diversity at the University, Columbia seeks to hire, retain, and promote exceptionally talented women and men from different racial, cultural, economic and ethnic backgrounds regardless of their sexual orientation or disability status. Through effective and fully compliant affirmative action and equal opportunity policies, Columbia strives to recruit members of groups traditionally underrepresented in American higher education and to increase the number of minority and women candidates in its graduate and professional programs.

Responsibilities

Executive & Licensing Support

• Directly support CTV's Executive Director, with meeting scheduling, involving coordinating with internal senior staff members as well as external parties for existing and new initiatives. These include very complex and large group meetings including senior Columbia leadership (Provost, EVP Research, Deans, etc.) and external stakeholders from industry and venture capital. This will include coordinating schedules for internal and external parties; identifying appropriate meeting locations on and off campus; arranging for AV and food needs for all participants; and being available before and during the meetings to assist with last-minute needs.
• Arrange travel for CTV's Executive Director and assist with the submission of travel & business expense reimbursement requests.
• The candidate will be responsible for managing calendars for CTV's Executive Director and the Licensing/BD/IRG/L2M team leaders, coordinate meetings for the Technology Licensing Officers (TLOs) and for with internal and external stakeholders. These engagements can range from one-on-one internal meetings to multi-party group events involving external stakeholders. The ability to coordinate across multiple and at times competing timelines, availabilities, and priorities will be key. The candidate will optimize across and alternatively work with Licensing/BD/IRG/L2M teams to come up with an optimal solution for meeting timing, participants, agenda items, and sequencing, then schedule the meeting and coordinate attendance as needed.
• Act as back up for coordinating with TLO's, Patent Licensing Group, Principal Investigators, and outside legal counsel on scheduling Invention Review Meetings (IRMs) and post-Portfolio Decision Meetings. This also includes reviewing and updating IRM records in CTV's databases.
• As needed, assist with scheduling recurring meetings for CTV's Executives in Residence (XIRs) and CTV's TLO's.

General Administration

• Assist CTV staff in general administration, including, but not limited to: coordinating facilities maintenance and upkeep; monitoring and managing supplies inventory; maintaining office equipment; managing team mailbox for requesting time off and recording time; and coordinating work-space for temporary employees, and various projects as needed.

Event facilitation and email marketing

• The candidate will manage event logistics across the needs of Licensing/BD/IRG/L2M Candidate may be asked to attend some of these events as needed to provide on-site support. For multi-party events held virtually, the candidate can be asked to manage logistics of virtual meeting platforms and their various functionality tools (webinars, breakout and waiting rooms, chat rooms, Q&A, polling, recording and other functionality for Zoom, MS Teams, Google Meet).
• The candidate may be asked to help create, administer and track event RSVP page (Splash or similar) or group email and social media outreach campaigns (via Survey Monkey, LinkedIn, or other tools). For on-site events, the candidate is responsible for room booking/setup/breakdown, AV, and catering.

Data and information systems administration

• The candidate will utilize a CRM system (e.g. Salesforce or similar) to collect, organize, and maintain lists of internal and external stakeholders and resources that may be of use to Licensing/BD/IRG/L2M teams and their various programs across Columbia and beyond. The candidate will work closely with a project management team dedicated to building and maintaining the CRM platform. The candidate's responsibilities will include data entry (contacts, accounts); data quality management (auditing, updates); and basic reporting.

Expense, Finance, and Accounts Payable

• The candidate will be responsible for processing expenses related to BD/IRG/L2M programming and activities, including travel, catering, subscriptions, and other business expenses. This will require liaising with CTV Finance and ensuring all expenses and invoices are processed in a timely fashion, including collecting backup documentation, getting vendors set up in the system with the appropriate paperwork, reviewing and submitting the expenses & invoices received to Procurement, and tracking the payments to ensure they are billed to the correct account.

Ad hoc responsibilities may include

• Create substantive research reports on industry and market intelligence to prepare Columbia Executives for meetings with industry partners.
• Design and orchestrates the team's flagship monthly meeting, serving 60+ university staff in industry-facing roles. Develop meeting agenda and content, including building a shared all-university events calendar and launching a new guest speaker series featuring industry executives for intimate small-group discussions.

Minimum Qualifications

• Bachelors or higher degree required.
• The most important criteria for this job are ability to multi-task effectively and efficiently, and to track projects over time at varying degrees of detail. Accordingly, candidate must have outstanding organizational and time management skills and be extremely detail-oriented in a high-volume dynamic environment.
• Project management experience is a plus.
• Excellent oral and written communication skills.
• Proficiency in Word, Excel, PowerPoint, and Outlook are required.

Equal Opportunity Employer / Disability / Veteran

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