• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range: $120k - $140k

Position Summary

The Columbia University Mailman School of Public Health is seeking an experienced, highly engaged, skilled professional for the role of Chief of Staff supporting the Vice Dean for Finance and Administration (VDFA). The Chief of Staff provides leadership for highly sensitive projects, monitors performance, skillfully navigates complexity and matrixed reporting relationships, and independently manages and tracks a wide range of issues to advance the VDFA’s priority initiatives.

This role primarily supports the VDFA, who is responsible for Controls and Compliance, Facilities, Finance, Human Resources and Faculty Affairs, Information Technology, and Public Partnerships for the Mailman School of Public Health. However, this role will also support projects for the Offices of the Vice Dean for Education, Vice Dean for Faculty, and the Vice Dean for Research Strategy and Innovation, as directed by the VDFA. In this role, the incumbent is expected to manage confidential and sensitive issues for the VDFA and to maintain that confidentiality, as well as to develop solutions for a wide range of issues. The incumbent will be a strong writer and savvy communicator. This role reports to the VDFA.

Responsibilities

Key Responsibilities

• Work directly with the VDFA to spearhead projects, organize project teams, and identify and track project goals
• Manage special projects and the follow-up on action items, overseeing strategic business initiatives from ideation to implementation stages, including in the areas noted above
• Support the VDFA in gathering/analyzing/presenting data related to issues such as utilization of resources, satisfaction with services, space, etc.
• Develop surveys, facilitate feedback sessions, and synthesize observations into actionable recommendations on School operations
• Identify improvement opportunities and help to solve core problems within business processes; define/establish workflows, approval loops, schedules as needed to ensure progress
• Represent the Office of the VDFA at meetings, events, etc. as needed
• Facilitate communication among diverse stakeholders across the Mailman School, Columbia University Irving Medical Center, and Columbia University representing the VDFA’s interests
• Analyze problems and critical situations relating to assigned projects and develop alternative solutions with teams
• Reviews proposals with staff, help identify milestones and critical next steps
• Prepare agendas and briefing materials, track follow-up action items, draft meeting minutes, and facilitate meetings
• Assist with preparation of presentations and communications on behalf of the VDFA
• In conjunction with the Senior Administrative Coordinator, monitor, schedule, and prioritize the VDFA’s calendar and meetings, ensuring activities are managed efficiently and effectively
• Develop and maintain a robust intranet, and draft policies, procedures, guidance documents, and other tools or systems to support the smooth and successful operations of the School
• Generate progress reports and monitor progress
• Perform other tasks as directed

Minimum Qualifications

• Bachelor’s degree required
• 5-7 years of high-level project and administrative support experience to senior executives in a large and/or complex organizational environment
• An understanding of Intranet best practices and some experience organizing/developing content for an Intranet or website.
• Excellent interpersonal skills, characterized by good listening, diplomacy, tact, and the ability to communicate facts and information in a positive, constructive, effective manner both internally and to external individuals, groups, or organizations
• Excellent writing and verbal communication skills, appropriate in a business environment, characterized by the ability to convey concepts and information, use appropriate vocabulary, grammar and, when writing, punctuation; an eye for details with superior proofreading skills
• Excellent organizational skills, demonstrated by the ability to anticipate needs and prepare appropriately, and to organize, track and complete tasks efficiently and effectively
• Ability to successfully juggle multiple, high priority projects/tasks simultaneously
• High level of energy, enthusiasm, self-awareness, and self-motivation
• Ability to lead cross-functional strategic initiatives, oversee unique projects, and assure VDFA’s action items are carried out
• High level of integrity and appropriate treatment of confidential information required
• Commitment to supporting and furthering a diverse, inclusive workplace
• Ability to actively conceptualize, apply, synthesize, and evaluate various types of data from numerous streams throughout the organization in order to feel confident being involved in many high-level decisions; Ability to synthesize data and present it in a visually compelling way.
• Capacity to think critically and arrive at an appropriate decision under pressure and navigating many other stakeholders with differing perspectives
• Strong computer skills required, including Word, Excel, PowerPoint, SharePoint, and project tracking/management software, such as MS Project, Monday, Basecamp, or equivalent.
• Experience with Intranet platforms, such as SharePoint, Confluence, Simpplr, or Yammer

Preferred Qualifications

• Master’s or other advanced degree
• Prior experience working in higher education administration or public health

Equal Opportunity Employer / Disability / Veteran

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