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Columbia University Project Coordinator II in New York, New York

  • Requisition no: 516584

  • Work Type: Full Time

  • Location: Campus|Medical Center

  • School/Department: null

  • Categories: Research (Lab and Non-Lab)

  • Job Type: Officer of Administration

  • Bargaining Unit:

  • Regular/Temporary: Regular

  • End Date if Temporary:

  • Hours Per Week: 35

  • Salary Range: Commensurate with Experience

Position Summary

The full-time Administrative Coordinator is responsible for the day-to-day planning, coordination, and implementation of the new NIH-funded Career MODE (Careers through Mentoring and training in Omics and Data for Early-stage investigators) Program as well as assisting with various faculty-led, hands-on trainings and mentoring components for the summer SHARP (Skills for Health And Research Professionals) Training Program at the Mailman School. This detail-oriented position involves working closely with an annual cohort of Career MODE trainees and mentors, as well as SHARP faculty instructors, internal and external parties, and program attendees throughout the year.

Columbia University’s Mailman School of Public Health offers a vibrant community revolving around academic excellence, innovative research, and delivering solutions to protect and improve lives. Being a part of this exciting community offers a variety of benefits to employees to support your professional work and life balance.


The Department of Environmental Health Sciences (EHS) is one of six departments at the Columbia University Mailman School of Public Health, supporting a variety of research initiatives and educational programs. EHS houses the growing SHARP (Skills for Health And Research Professionals) Training Program, which brings together research professionals from different institutions for intensive skills-based workshops. The SHARP Program is quickly growing, now supporting 700+ attendees each summer from around the country, 70+ instructors, and training locations in both NYC and on the west coast in Portland, Oregon. A recently funded NIH grant will build on SHARP’s success and nationwide trainee and instructor networks to create the new Columbia Career MODE program : Careers through Mentoring and training in Omics and Data for Early-stage investigators to successfully propel diverse junior researchers toward independence. Career MODE annually provides an 11-month program with multi-disciplinary advising, intensive virtual and in-person courses on omics and data training, mentored research, grant writing, professional skills development, and structured networking for postdocs and early-career faculty from around the country.

Responsibilities include, but are not limited to:

Career MODE Program: Serve as the autonomous, day-to-day coordinator of this federally sponsored R25 grant, focusing efforts on the training component of the program (i.e. coursework, professional development) and assisting with mentorship and networking components of the program (i.e. tracking mentoring meetings, developing and hosting networking events).

  • Work closely with the Career MODE Programs Principal Investigators Drs. Andrea Baccarelli, Gary Miller, and Iuliana Ionita-Laza as well as the SHARP Associate Director on all logistical aspects of the mentoring and training program.

  • Establish and maintain program infrastructure, including the mentoring platform, cohort recruitment process, and record retention of milestone evaluations and financial components.

  • Responsible for recruitment of annual cohort fellows and mentors, including preparing and disseminating outreach and recruitment materials, compiling candidate application packages for committee review, and communicating with nationwide network of mentors and cohort fellows.

  • Coordinate all professional development trainings, networking events, mentoring activities and committee meetings. Prepare agendas, conduct evaluations and provide compiled evaluations to Directors and the Internal and External Advisory Committee members as needed.

  • Establish and maintain the Qooper platform for mentorship milestones, communicate with trainees and mentors regarding upcoming program components, and provide website and social media support for the dissemination of program outreach resources.

  • Keep track of overall Program budget and quarterly sponsored attestation, and prepare grant-related paperwork including grant proposals, progress reports, and carryover letters. Purchase supplies, set up purchase orders, pay invoices, and coordinate travel, catering, and reimbursements as needed for program components.

  • Provide direct logistical support to the trainees and mentors at all points in the program, including overseeing a central email account, maintaining consistent communication of program updates, and assisting trainees with registration for coursework.

  • Serve as the liaison between the Career MODE and SHARP Programs for any cohort fellow needs and inquiries.

SHARP Summer Program – serve as EHS coordinator for Columbia SHARP Program:

  • Work closely with the Associate Director and SHARP team members in the preparation, coordination, and day-of logistics for 20+ unique summer SHARP Trainings (2–3-day workshops) to ensure adherence to planning timeline and success of each event.

  • Use a variety of platforms for attendee communication, registration management, documentation management, and evaluation compilation.

  • Track finances for trainings including overall budget, purchasing supplies, setting up purchase orders and contracts, reimbursements and instructor payments, and coordinating catering and travel reservations.

  • Develop and share material for program outreach (flyers, social media posts, submitting and updating training information on websites, drafting emails, and creating contact lists.

  • Prepare and organize a variety of materials to be used day-of, which may include attendee packets, name tags, rosters, certificates, evaluations, and supplies used for each training.

  • Communicate professionally in an accurate and timely manner with various offices and individuals that play a role in trainings (e.g., instructors, teaching assistants, Security, Communications Office, AV, catering, etc.) as well as training attendees through central email accounts.

  • Work closely and autonomously with training instructors in-person, over Zoom, and email communication to adhere to planning timelines, provide guidance on training structure, find solutions to tailored requests in an accurate and timely fashion.

  • Oversee all day-of activity for each training on site from June- August and serve as point of contact for training instructors to ensure each training runs smoothly. Direct all logistical arrangements and onsite resources, and coordinate these efforts with a short-term summer assistant, all while delivering excellent customer service. Tasks generally include running check-in, addressing attendee inquiries, assisting instructors during the training with timekeeping and setting up slides, preparing breakfast/lunch catering and coffee/refreshment breaks, set up/clean-up of supplies and training areas.

Essential Functions

  • 90% Assisting with Career MODE and SHARP Programs

  • 10% Other related duties as required

The candidate needs to have strong skills in customer service, communication (verbal and written electronically), organization, and attention to detail. Please describe these qualities in your cover letter when applying.

Minimum Qualifications

  • Bachelor’s degree or equivalent in education and experience.

  • Minimum three years of related experience is required.

  • Must be able to work flexible hours when needed, including some evenings and weekends.

Preferred Qualifications

  • Demonstrated ability in guest relations and event management, with proven record of working effectively with diverse constituencies.

  • Strong written and oral communication skills and excellent organizational skills with ability to handle high-volume workload, manage concurrent projects, meet deadlines, and work as part of a team.

  • Demonstrated ability to exercise good judgment, manage competing priorities, and work productively when under deadline and with minimal supervision.

Other Requirements

Must demonstrate excellent verbal and written communication skills; maintain professionalism; and possess the ability to exercise excellent judgment, tact, confidentiality, and diplomacy in all interactions. Ability to work in a fast-paced environment and handle multiple projects simultaneously, while maintaining strong attention to detail and accuracy. Must be a self-starter with reliable follow-through. Ability to prioritize work and complete projects in a timely manner. Must be exceptionally and consistently well-organized and possess an orderly inclination. Willingness to work above and beyond regular hours, including evenings and weekends as events require. Black out days for time-off apply during SHARP training dates and Career MODE events. Moderate level of physical activity required.

Equal Opportunity Employer / Disability / Veteran

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