Operations Coordinator Jobs

537405
Medical Center
Division of Finance & Admin
Full Time
Opening on: Jul 4 2023
Grade 103
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Job Type: Officer of Administration
Bargaining Unit:
Regular/Temporary: Regular
End Date if Temporary:
Hours Per Week: 35
Standard Work Schedule:
Building:
Salary Range: $60,000 - $67,000
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
Reporting to the Assistant Director of Operations, the Operations Coordinator will be responsible for providing exceptional customer service and operational support to faculty/staff by executing the day-to-day operations and logistics of Columbia Nursing, ensuring that the overall operational integrity of the Columbia Nursing portfolio of spaces is maintained daily. The incumbent will serve as the main point of contact between key Columbia service support groups and SON Operations to ensure general office maintenance and service requests are completed in a timely and satisfactory manner. Additionally, the Operations Coordinator will support the on-boarding and off-boarding processes of employees along with other related administrative duties. Under the guidance of the Assistant Director, this position may support Columbia Nursing events as directed.
The incumbent may also serve as a point of contact for guests and deliveries to the office, notifying staff members as appropriate. The Operations Coordinator will support other special operations projects, such as office moves, office space repairs, and construction projects, by serving as a liaison with internal and external partners.
Responsibilities
Customer Service Support
Respond to phone calls, emails, and other in-person requests.
Receive and welcome/escort guests, as needed.
Routine Office Coordination
Submit work orders (IT, Facilities, Telecom).
Ensure issues are seen through from ticket submission to task completion, in a timely manner.
Building and maintaining strong relationships with CUIMC partners.
Conduct regular building walkthroughs to ensure building safety and sanitation is optimal.
Set up conference rooms and event space as needed.
Assist with office moves & relocations.
Supplies and Mailings
Receive deliveries/parcel; and pack/unpack boxes and deliveries.
Notify recipients of package deliveries.
Submit Staples supply orders.
Assist with keeping pantries tidy and stocked.
Maintain sufficient office supplies in the supply room and restock as needed.
Collect, sort, and deliver mail/packages to faculty/staff.
Technology
Distribute and track school-issued laptops and other technology.
Check copiers daily to ensure functionality and restock machines.
Update copier address book monthly.
Request copier/printer supplies to always ensure sufficient levels.
Check/inspect conference room technology and troubleshoot as needed.
On-boarding/Off-boarding
Coordinate with HR and employees.
Submit tickets related to the on/off-boarding process.
Office/workstation setup and key distribution.
Technology dispersal and retrieval.
Administrative Tasks
Perform office supply inventory periodically to ensure sufficient supply on-hand.
Update and maintain the current office supply inventory control spreadsheet.
Update office database(s) as needed.
Participate in weekly team meetings and provide status updates as needed.
Provide general administrative support to the management team.
Review billing and reconcile to ensure on-time payments.
Minimum Qualifications
Bachelor's degree or equivalent in education and experience.
Maintain a calm, friendly demeanor, and professional appearance. Excellent interpersonal and customer service skills. Able to work with staff/faculty at all levels.
Must be highly organized, while possessing strong written and verbal communication skills.
Detail oriented 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.
Must be able to stand and/or walk for extended periods of time & be able to easily lift and/or manipulate up to 50 pounds on a regular basis.
Easily adapts to changing landscapes.
Must be comfortable presenting to small and mid-sized groups.
Critical thinker - Able to identify and resolve complex issues.
Proficiency with PC’s and Windows Software.
Comfortable using A/V equipment including set-up and basic troubleshooting.
Preferred Qualifications
Plus two (2) years of related experience.
Prior experience working in an academic institution or nursing setting or in an Operations/Facilities role is strongly desired.
Advanced knowledge of Microsoft Office Software, particularly Excel and Access.
Be a strategic thinker and detail-oriented, with a collaborative style that encourages teamwork and cooperation.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.