Operations Coordinator

Columbia University Irving Medical Center; United States; Hybrid; Full time

Job summary

A leading medical institution is seeking an Operations Coordinator to join their team. This role involves coordinating daily operations, ensuring office spaces are functional, managing supplier accounts, and providing administrative support. The ideal candidate has a Bachelor's degree and experience with Microsoft Office. Strong organizational and communication skills are essential. This is a hybrid role, offering flexibility for the right candidate. Cover letter and resume required.

Qualifications

• Must be highly organized and professional.
• Strong written and verbal communication skills are essential.
• Excellent interpersonal and customer service skills.

Responsibilities

• Ensure overall integrity of office space is maintained.
• Serve as liaison between CUIMC Facilities and staff.
• Manage accounts with supply and equipment vendors.
• Receive and sort USPS mail and packages.
• Provide general administrative support.
• Assist with gift processing and other duties.

Skills

Advanced experience with Microsoft Office software

Proficiency with PCs and Windows software

Experience with Salesforce

Education

Bachelor's degree or equivalent in education and experience

Job description

Join to apply for the Operations Coordinator role at Columbia University Irving Medical Center.

The Vagelos College of Physicians and Surgeons Office of Development (VPS OOD), a part of CUIMC, supports the vision and mission of CUIMC and VP&S: to transform health by driving discovery, advancing care, and educating leaders.

Reporting to the Senior Executive Director of Finance & Operations, the Operations Coordinator will support the day‑to‑day operations and logistics of VPS OOD, ensuring office spaces are maintained and services happen promptly.

Responsibilities

• Ensure overall integrity of office space is maintained, including general functioning, organization of supplies, and tidiness of common areas; monitor and maintain adequate office supplies and equipment, conduct regular walkthroughs, order supplies, unpack boxes, restock, schedule and coordinate deliveries and repairs, and coordinate special service requests. – 25%
• Serve as liaison between CUIMC Facilities, Telecom, and other service groups to process requests and meet operational needs of staff; manage requests from start to finish, confirm billing and identify corrections. – 25%
• Manage accounts with supply and equipment vendors, handle contracts, invoicing, payments; manage departmental Purchasing Card (P‑Card) and Travel Card; reconcile expenses with chart strings, serve as departmental resource for Vendor Management requests. –25%
• Receive and sort USPS mail, packages and other deliveries, notify recipients/staff, coordinate inter‑departmental mail delivery; receive and welcome guests, escort guests to appropriate areas. –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%

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience required

Preferred Qualifications

• Advanced experience with Microsoft Office software
• Proficiency with PCs and Windows software
• Experience with Salesforce

Other Requirements

• 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
• This is a hybrid role
• Cover letter and resume required

Equal Opportunity Employer / Disability / Veteran

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

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.