Operations Coordinator

About the role

The Vagelos College of Physicians and Surgeons Office of Development (VPS OOD), a part of the Columbia University Irving Medical Center (CUIMC), is dedicated to facilitating relationships that support the vision and mission of CUIMC and VP&S: to transform health by driving discovery, advancing care, and educating leaders.

Responsibilities

• Ensure overall integrity of office space is maintained, including general functioning of office spaces, organization of all office supplies, and general tidiness of common areas; monitor and maintain adequate office supplies and equipment, conducting regular walkthroughs of spaces; order supplies, unpack boxes, and restock supplies as needed; schedule and coordinate deliveries and repairs; schedule and coordinate other special service requests as needed.
  • 25%
• Manage accounts with various supply and equipment vendors, handling contracts, invoicing, and payments; manage departmental Purchasing Card (P-Card) and Travel Card; reconcile expenses in ARC with appropriate chart string (account) information and backup documentation/information; assist with Finance-related internal tracking processes. Serve as departmental resource for Vendor Management requests.
  • 25%
• Receive and sort USPS mail, packages and other deliveries and notify recipients/staff members; accordingly, coordinate inter-departmental mail delivery as needed; receive and welcome guests, escort guests to appropriate areas as needed.
  • 15%
• Provide general administrative support to the Associate Vice President, Finance, Operations and Alumni Relations and the Senior Executive Director, including calendar management and meeting scheduling.
  • 5%
• Periodically assist with gift processing, and other duties and special projects as assigned.
  • 5%

Requirements

• Bachelor's degree or equivalent in education and experience required
• Advanced experience with Microsoft Office software
• Proficiency with PCs, and Windows software
• Experience with Salesforce

Qualifications

• Must be highly organized and professional, while possessing strong written and verbal communication skills
• Excellent interpersonal and customer service skills with a poised, mature, and professional nature, able to collaborate with staff at all levels
• Detail oriented with superior organizational skills and the ability to manage and prioritize a variety of projects at once
• Resourceful, proactive and thorough, with a focused, self-starting attitude and the ability to work independently and as a member of the team
• Ability to lift heavy items such as boxes and packages, and unpack and sort items accordingly

Skills

• Microsoft Office Suite
• PC and Windows software
• Experience with Salesforce

Benefits

Equal Opportunity Employer / Disability / Veteran

Pay

$66,300 - $68,500

Schedule

Hybrid role