Columbia University Program Coordinator in New York, New York

Position Information

Job Title

Program Coordinator

Job Code Title

Job Requisition Number



5214- ENG Electrical Engineering



Job Type

Officer Full-Time Regular

Bargaining Unit

If temporary, indicate duration

Hours Per Week


Job Family

Administrative Support

Salary Grade


Salary Range

Advertised Summary Job Description

Reporting to the Principal Investigator (PI) and working closely with the current administrator of the BioElectronic Systems Lab, the Project Coordinator provides high-level expense management to the Principal Investigator and group researchers. The Coordinator will oversee all procurement for the group and manage the capital asset portfolio. Produces and analyzes reports necessary for government grant proposals, including budgets, and conflict tables. Advises students on account issues, housing issues, and defense planning, as well as ensure research needs are met. Works independently and under minimal supervision, insuring accuracy of work product and timeliness of submission to meet critical deadlines. Additionally, the Project Coordinator will have the ability to suggest and make changes that will streamline processes.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

Bachelor's degree

2-4 years related experience,

Excellent communication, interpersonal and organizational skills. Must be able to work independently with minimal supervision. Quantitative skills are essential for this position. Must be able to work interactively and collaboratively with faculty, research staff, University offices, and external granting agencies. Must be very detail-oriented and must be able to prioritize tasks. Proficiency in Microsoft Office, especially Excel, and other related software required. Must be flexible in terms of working hours, priorities, and deadlines.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Special Instructions

Preferred Qualifications

Proficiency in a corporate or enterprise database management system such as PeopleSoft is desirable.

Essential Functions

(30%)Manages procurement operations for the group:

Manages the procurement of supplies and minor equipment, both through PCard and tracks receipt of orders (packing slips) on shared group Wiki database.

Manages the procurement and tracking of major capital assets and complex fabricated assets through requisitions in ARC

Reconciles PCard transactions on a monthly basis in ARC.

Manages procurement, vendors, and lab requisitions, liaising with vendors and lab members to source competitive quotes, complete sole source justifications when necessary, and execute purchasing agreements.

Works on procurement independently and under minimal supervision in a timely and accurate manner.

(30%) Provides extensive managerial support for the financial operations of the group:

Analyzes and takes required relevant action regarding financial information for TBERS as well as subcontractor and vendor invoices using ARC Database.

Creates custom reports based on data from Financial Database, FDS, and reconciles them with planned spending.

Meets with senior leadership monthly to present financial reports and advise on planned spending

Serves as backup to group administrator on labor accounting (salary allocations, cost transfers, combo code creation, etc.) in PAC, as well as budget analyses and planning, using group's Excel shadow ledger.

(20%) Provides support for government grant proposals and progress reports:

Produces and analyzes justifications for new grant proposals and outlines budget parameters for collaborators at other institutions and senior managers and leaders

Manages confidential data and sensitive information, including proposals and progress reports as necessary.

Evaluates detailed statements for progress reports and audits (internal and external) as necessary.

(10%) Student and Postdoc advising:

Liaises between students and Student Financial Services to troubleshoot account issues.

Advises students on thesis defense planning

Serves as mediator between postdocs and department on housing issues (housing applications and housing supplement payment status

(10%) Performs other related projects and assignments.

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:

There are no special indications for this position

HIPAA Compliance training required

No Response

Participation in Medical Surveillance required

No Response

What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date


Requisition Close Date

Open Until Filled

Quick Link

EEO Statement

Columbia University is an Equal Opportunity/Affirmative Action employer --Race/Gender/Disability/Veteran.

Local Hiring

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

This organization is a federal contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA). The final rules now require contractors and subcontractors to invite applicants to self-identify as protected veterans or individuals with disabilities.

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