Operations Coordinator

Job Description

Job Type: Officer of Administration
Bargaining Unit:
Regular/Temporary: Regular
End Date if Temporary:
Hours Per Week: 35
Salary Range: $61,500-$70,000 (depending on experience)
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

Founded in 2012, the Data Science Institute (DSI) at Columbia University is singularly focused on advancing the state of the art in data science with the goal of transforming all fields, professions and sectors the application of data science, and to ensure the responsible use of data to benefit society. DSI trains the next generation of data scientists, develops innovative technology, fosters collaborations in advancing techniques to interpret data and address pressing societal problems, and works closely with industry to bring promising ideas to market.

Reporting to the Associate Director of Academic Appointments and HR Operations (AD), the incumbent will provide comprehensive administrative and operations support at the Data Science Institute, ensuring efficiency, effectiveness and optimization of available resources.

Responsibilities

Operations

Serves as primary liaison to faculty, students, staff and visitors to DSI, provides information and directs inquiries and requests as appropriate in DSI controlled space;
Manages DSI desk/office assignments and space inventory, assuring daily security of, and access to DSI controlled spaces. Responsible for implementing recommendations from the DSI Space Committee, including, but not limited to, management of space audits, key management, and development and deployment of space protocols;
Maintains and organizes shared spaces (e.g., student lounge, kitchens, storage rooms, printer areas, conference and meeting rooms); ensures that all spaces are kept in good working order by establishing and communicating systems and protocols to support seamless space operations;
Coordinates all facilities maintenance requests, including initiating and monitoring service tickets and ensuring successful resolution; administers service requests for space upgrades (ie furniture) for all DSI spaces;
Oversees central inventory of office supplies for the department, across all three locations, tracks and orders as appropriate or requested;
Manages all pick up, drop off, and distribution of departmental mail;
Manages reservation policies, processes and portals for conference rooms, including reservation approvals and providing necessary access;
Identifies, develops, implements, and continuously streamlines and improves the Institute’s standard operating procedures and guidelines in partnership with the AD and COO to enhance staff, faculty and student experiences and satisfaction.
Events/Meeting Support

Strategizes, plans and executes quarterly team-building staff socials, annual holiday and commencement gatherings and other special events as needed;
Provides administrative support for ongoing programmatic and operational needs of DSI events and meetings in coordination with the Events and Strategic Initiatives & Engagement teams;
Serves as liaison to Center & Working Group Chairs, plans and executes semi-annual meetings with Institute Director and Center & Working Group committee meetings as needed;
Arranges external speaker travel and reimbursements via Concur as needed.
Communications

Manages and monitors the primary DSI email account, ensuring messages are distributed to relevant teams and responded to in a timely manner;
Maintains DSI community distribution lists and listservs.
Human Resources

Assists AD with onboarding new employees;
Collaborates with the AD, collects required hiring paperwork and initiates TBH transactions in PAC;
Works with IT team to ensure accuracy and integrity of the Institute’s technology-related inventory.
Other Support

Provides additional assistance on ad-hoc projects, events and other duties as assigned;
Provides relief and back-up for Executive Assistant as needed.

Minimum Qualifications

Bachelor’s degree or equivalent in experience, plus at least two years of related experience;
Excellent organizational, communication skills with a strong attention to detail;
Comprehensive knowledge of computer software applications such as Gmail, Google Workspace, Word, PowerPoint, Excel, Zoom with the ability to learn new technology quickly;
Ability to work independently, and as part of the team.

Preferred Qualifications

Motivated self-starter who takes initiative, enjoys working with people and has a customer-service orientation;
Strong project management skills with the ability to set priorities among multiple competing objectives and tasks; strong commitment to execution and follow-through;
Able to professionally engage with a diverse student, faculty and staff population.

Equal Opportunity Employer / Disability / Veteran

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