Admin/Financial Coordinator

Columbia University Irving Medical Center; New York (NY); On-site; USD 66,000 - 75,000; Full time

Job summary

Columbia University Irving Medical Center is seeking an Administrative and Finance Coordinator in New York to support the CUIMC Events Office. The role centers on financial tracking, procurement processing, vendor payments, and office operations, reporting to the Director and coordinating institutional events with strong organizational skills.

The incumbent will work closely with the Director and event team to ensure efficient administration of event-related activities and provide excellent

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• At least 1.5 years of professional experience in event management, business operations, finance, administration, or related field.

Responsibilities

• Manage financial operations for the CUIMC Events Office and assigned event portfolio.
• Track expenditures against approved funding.
• Coordinate contract routing and documentation.
• Maintain accurate financial records and event documentation.
• Liaise with departmental finance, procurement, and accounts payable teams.
• Support a portfolio of departmental and institutional events, including lectures, receptions, faculty and staff programs, recognition events, and student-focused programming.
• Support with project timelines, planning documents, and event production schedules.
• Coordinate logistics including catering, audiovisual services, venue reservations, rentals, transportation, registration, signage, and guest communications.
• Conduct site visits and oversee onsite execution of assigned programs.
• Serve as co-point of contact for clients throughout the planning process.
• Maintain relationships with vendors and service providers.
• Assist with developing and improving office procedures and planning tools.
• Support onboarding and training of staff, temporary personnel, and student workers.
• Participate in office planning meetings and special projects.
• Support the Director in the planning and execution of large-scale university and executive-level events.
• Assist with guest management, production logistics, vendor coordination, and event operations.
• Manage onsite leadership and troubleshooting during major institutional programs.
• Other duties as assigned.

Education

Bachelor's degree or equivalent

Job description

Grade 103

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: 60 Haven Avenue
• Salary Range: $66,300 to $75,000

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

The Administrative and Finance Coordinator provides administrative, financial, and event coordination support for the CUIMC Events Office. Reporting to the Director, the incumbent assists with the planning and implementation of institutional events and serves as a key resource for financial tracking, procurement processing, vendor payments, and office operations.

Working closely with the Director and event team, this position helps ensure the efficient administration of event-related activities through strong organizational skills, attention to detail, and customer service.

Responsibilities

Administrative Operations and Financial Management and (35%)

• Manage financial operations for the CUIMC Events Office and assigned event portfolio.
• Track expenditures against approved funding.
• Working with the Finance Team, tracks invoices, purchase orders, honoraria, reimbursements, deposits, and vendor payments in accordance with university policies.
• Coordinate contract routing and documentation.
• Maintain accurate financial records and event documentation.
• Serve as liaison with departmental finance, procurement, and accounts payable teams.

Event Planning and Project Management (30%)

• Support a portfolio of departmental and institutional events, including lectures, receptions, faculty and staff programs, recognition events, and student-focused programming.
• Support with project timelines, planning documents, and event production schedules.
• Coordinate logistics including catering, audiovisual services, venue reservations, rentals, transportation, registration, signage, and guest communications.
• Conduct site visits and oversee onsite execution of assigned programs.
• Serve as co-point of contact for clients throughout the planning process.

Vendor, Process, and Office Management (20%)

• Maintain relationships with vendors and service providers.
• Assist with developing and improving office procedures and planning tools.
• Support onboarding and training of staff, temporary personnel, and student workers.
• Participate in office planning meetings and special projects.

Institutional Event Support (15%)

• Support the Director in the planning and execution of large-scale university and executive-level events.
• Assist with guest management, production logistics, vendor coordination, and event operations.
• Manage onsite leadership and troubleshooting during major institutional programs.
• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience required.
• One and half (1.5) years of professional experience in event management, business operations, finance, administration, or related field required.
• Experience managing budgets and financial reconciliations.
• Strong project management and organizational skills.
• Excellent interpersonal and client service skills.
• Ability to manage multiple projects simultaneously in a fast-paced environment.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and PowerPoint.

Preferred Qualifications

• Three years of professional experience in event management, business operations, finance, administration, or related field.

Equal Opportunity Employer / Disability / Veteran

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