New York Part Time Jobs

Job Information

Columbia University Administrative Coordinator in New York, New York

  • Requisition no: 525758

  • Work Type: Part Time

  • Location: Campus|Medical Center

  • School/Department: null

  • Categories: Research (Lab and Non-Lab),General Administration,Administrative Support

Position Summary

ABOUT THE PROJECT ALS THERAPEUTICS CORE : The Project ALS Therapeutics Core at Columbia University was founded in 2019 with the goal of accelerating the development and validation of new therapeutic candidates for Amyotrophic Lateral Sclerosis (ALS, Lou Gehrig’s disease). The Core brings together Columbia researchers and clinicians to collaborate on wide-ranging projects with academic and industry partners, from in vitro drug screening to clinical trials.

JOB PURPOSE : The Project ALS Therapeutics Core is seeking a part-time Administrative Coordinator to facilitate the day-to-day operations of the Core, and ultimately to help us expand the scope of our projects and collaborations.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.


Primary responsibilities include, but are not limited to:

Client management (40%):

  • Generating confidential disclosure agreements before client meetings as needed

  • Creating and maintaining an active budget spreadsheet in Excel that can be used by the Director of Operations to quickly create budget proposals for sponsored research agreements

  • Coordinating budget approvals

  • Revising statements of work written by the Director of Operations based on client feedback

  • Submitting approved statements of work and budgets for Sponsored Projects review and approval

  • Updating clients on status of sponsored research agreement approval

  • Ensuring that funds from sponsored research agreements are received

  • Liaising with Neurology and Pathology finance teams to ensure that funds from sponsored research agreements are properly distributed

  • Generating material transfer agreements to receive client materials

General office support (20%):

  • Ordering supplies for experiments as they’re requested by scientists, sometimes on short notice

  • Following up with vendors on orders that are late or backordered

  • Maintaining records of order invoices, and inputting orders into financial administration system

  • Creating and maintaining lab inventory database

Administrative assistance (20%):

  • Scheduling regular team meetings between Core Scientific Directors, Core Unit Directors, and Project ALS

  • Taking meeting minutes

  • Requesting slide decks from meeting presenters and organizing in shared database

  • Reaching out to potential external speakers for Core meetings

  • Scheduling meetings with potential external collaborators to set up sponsored research agreements

Business monitoring (10%):

  • Assisting the Director of Operations in creation of annual operations budget

  • Working with Neurology and Pathology finance teams to ensure the proper distribution of approved budget funds

  • Formatting bi-annual progress reports for Project ALS

  • Formatting final reports for sponsored research agreements

Staff management (10%):

  • Ensure the timely submission of timesheets by Core staff members to HR

  • Maintain records of staff sick leave and vacation

Minimum Qualifications

  • Requires bachelor’s degree or equivalent in education and experience; and two years of experience.

Preferred Qualifications

  • Strong organizational skills

  • Interest in neuroscience, medicine, or clinical trials

  • IT literate

  • Numerate with the ability to present and analyze data

  • Excellent social skills, with the ability to operate with diplomacy, tact, and empathy

  • Summary of Key Competencies:

  • Communication

  • Professional integrity

  • Attention to detail

  • Planning and prioritization

  • Initiative

  • Accountability

Other Requirements

  • Advanced knowledge of MS office applications, including Excel, Word, Outlook, and PowerPoint

Equal Opportunity Employer / Disability / Veteran

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