Admin & Finance Coordinator

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35

Position Summary

The Department of Medical Humanities and Ethics is seeking a full-time Administrative and Finance Coordinator, who will help oversee and monitor all aspects of the day-to-day administrative, operational, and financial activities.  This position is a key member of the Department's Administrative team. Under direction, this position is responsible for the administrative planning of internal activities, programs and special projects, and day- to- day financial operations

Responsibilities

• Procurement and Accounts Payable: Uses University purchasing, accounts payable, p-Card and petty cash guidelines to process and reconcile orders, invoices and internal billing.  Reconciles procurement card.  Processes travel/business expense reimbursements and honoraria.  Ships, receives and tracks shipments.  Negotiates with vendors for value pricing.  Investigates and resolves problems.  Keeps faculty and staff informed. 
• Prepares journal entries and accruals and records expenditures using the Accounting and Reporting at Columbia system ("ARC").
• Responds to customer/vendor billing inquiries and other requests.
• Manage faculty and staff searches.
• Maintain and update Departmental Website content.
• Manage all communications within the Department.
• Assists in completing employee timesheets and liaises with HR on onboarding new recruits.
• Performs other ad hoc tasks as needed. 
• Provides administrative support for the unit and cross covers other administrative positions and performs other duties as assigned.
• Coordinate and booking of meetings via zoom, ensuring confirmation from attendees and provision of relevant meeting materials.
• Send out meeting agendas and take and disseminate meeting meetings as needed.
• Perform other related duties as assigned by the Division Staff and Departmental Administrator.

Minimum Qualifications

• Bachelor's degree and equivalent in education or experience.
• Two years related experience in administration, or equivalent combination of education and experience. 
• Excellent interpersonal, organizational and communication skills.
• Strong proficiency with computer software necessary.
• Ability to learn other financial applications, e.g., ARC
• Must be a self-starter, with discretion, confidentiality, diplomacy and strong analytical skills.
• The ability to comply with policies and procedures and to meet deadlines is essential.

Preferred Qualifications

• Must be highly organized, with excellent communication and follow up skills. Ability to work as part of a team, with administrative, research, and financial staff. 

Equal Opportunity Employer / Disability / Veteran

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