Administrative Assistant - DLD

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 DLD Administrative Officer plays a pivotal role in supporting faculty operations, managing the GI Cancer T32 Postdoctoral Training Program, and overseeing procurement and administrative functions within the Division of Digestive and Liver Diseases (DLD). This position requires independent judgment, strategic coordination, and a high level of professionalism in managing complex administrative workflows.

Responsibilities

Faculty Support

• Provide high-level administrative support to senior faculty, including calendar management, meeting coordination, and correspondence drafting.
• Serve as liaison for research collaborators, ensuring timely communication and documentation exchange.
• Oversee grant submission processes, including guideline review, documentation collection, and coordination with Sponsored Projects Administration (SPA).
• Manage shared cloud drives for tracking submissions and deadlines.
• Coordinate manuscript preparation and submission with internal and external stakeholders.
• Develop presentation materials and ensure alignment with institutional branding.
• Support pre- and post-award grant activities, including budget tracking and compliance.
• Monitor award expiration dates and spending thresholds.
• Process expenses and allocate charges using Concur, CU Marketplace, and external vendors.
• Coordinate faculty travel, prepare itineraries, and manage reimbursements.
• Maintain financial documentation for year-end reconciliation.
• Facilitate hybrid meetings, including agenda preparation, recording, and minute-taking.

GI Clinical Fellowship & GI Cancer T32 Program Support

• Guide postdoctoral fellows through onboarding, policy compliance, benefits enrollment, and tuition allocation.
• Track fellow activities and prepare progress reports for NIH submissions.
• Coordinate interview schedules and logistics for fellowship candidates.
• Draft RFAs and manage the GI Cancer T32 application and interview process.
• Prepare RPPRs and lead planning for new T32 submissions, including data collection, biosketches, and letters of support.

Division Support

Procurement & Inventory Management

• Manage purchasing for clinical research projects and office operations.
• Maintain inventory and ensure timely procurement of supplies.
• Serve as Procurement Analyst, overseeing purchase orders, paycard requests, and expense reviews.

Administrative Resource Liaison

• Provide guidance on institutional policies, vendor registration, HR contacts, and IT services.
• Support department-specific software and office technologies, including Microsoft Office, Adobe, and Zoom.

Facilities & Mail Operations

• Initiate and follow up on facilities requests related to equipment, connectivity, and space maintenance.
• Manage mail operations, including sorting, distribution, and shipping supply inventory.

Fiscal & Event Support

• Assist with fiscal year-end reconciliation for grants and faculty accounts.
• Plan and execute internal events, including space reservations, AV coordination, flyer design, RSVP tracking, and vendor expense processing.

Minimum Qualifications

• Bachelor's degree or equivalent in training, education, and / or experience
• Excellent verbal and written communication skills
• Strong interpersonal skills for effective engagement with all levels of stakeholders
• Ability to handle confidential information with exceptional judgment, discretion, and diplomacy
• Demonstrated ability to work with minimal supervision, prioritize tasks, and handle multiple assignments
• Detail-oriented with outstanding organizational ability to manage diverse projects and a large volume of detailed work simultaneously
• Excellent computer skills, including MS Office

Preferred Qualifications

• Related experience, including administrative roles
• Experience in an institution of higher education or other large, complex organization
• Familiarity with administrative systems such as Concur and CU Marketplace
• Experience with grant administration, including pre- and post-award processes

Other Requirements

• Successful completion of applicable compliance and systems training requirements

Equal Opportunity Employer / Disability / Veteran

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