Administrative Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range:

Position Summary

Columbia University’s Department of Systems Biology is seeking a highly motivated full-time Administrative Assistant to join the Rabadan Lab and Program for Mathematical Genomics (PMG) group.  The incumbent will perform a variety of administrative tasks including calendar management for the Rabadan Lab PI, travel arrangements, financial-related tasks, meeting and special event logistical tasks and minimal human resources tasks.

Responsibilities

The Administrative Assistant will work directly with the Director and senior members of the Rabadan Lab, and will be assigned tasks under the direct supervision of the Director. Responsibilities include:

• Maintain an extensive calendar, including coordinating and scheduling meetings on PI’s calendar. Able to anticipate and resolve schedule conflicts.
• Responsible for coordinating travel arrangements including speaking arrangements, preparing itineraries and booking flights, hotel reservations.
• Process reimbursements of travel expenses for the PI in a timely manner, as well as for other members and affiliates of the lab as needed.
• Process travel and business expense reports (TBERs), and check requests for payment/reimbursement by entering information into ARC and uploading requisite support documentation. This includes preparing and processing expense reports for employees and guests/visitors/students to the lab.
• Logistically administer workshops, symposium, and seminar series for the Rabadan Lab.
• Assist with event planning logistics including making room/venue reservations, catering orders, distributing flyer and/or announcement, setting up, breaking down of event.
• Liaise with external and internal contacts including faculty, staff, students, visitors and administration team.
• Maintain weekly Rabadan Lab meeting rotation schedule for postdocs, students and guests.
• Assist with onboarding new members of lab as needed.
• On a monthly basis, collect and track tracking time-off sheets for lab staff members for Assistant Director’s review and submission.
• Update Rabadan Lab PI’s CV when requested.
• Performs other related duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent in education, training and experience; plus two years of related experience.
• Must have experience with calendar management and travel arrangements.
• Must have good business level knowledge and functional use of Microsoft Office (Outlook, Word, and Excel).
• Must have basic to intermediate knowledge of Adobe Acrobat (and know how to create and manipulate PDF files).
• Knowledge of document scanning and electronic document management.

Preferred Qualifications

• Master’s degree.
• Some experience with Adobe Creative Suite and Google Suite preferred.
• Knowledge of the University’s financial accounting systems, ARC.
• Excellent knowledge of Columbia’s travel policy is a plus.
• Some experience working with grants is a plus.

Other Requirements

• Must have excellent verbal and written communication skills. Must be able to write in a clear, concise, informative and professional manner.
• Must have proven ability to take initiative and meet deadlines.
• Be highly organized, detail oriented, and highly proactive.
• Must possess excellent interpersonal skills and be able to interact well with a broad spectrum of people, including students, faculty and administrators.
• Maintain confidentiality and have good judgment.
• Ability to work independently and multi­task are key qualities that are desired.

Equal Opportunity Employer / Disability / Veteran

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