Position Summary

Under the supervision of the Director of Operations, the Operations Officer will support efforts to address critical operational priorities, implement and maintain effective systems, and streamline internal processes.  The Operations Officer will interact directly with staff in ICAP, the Mailman School, Columbia University Medical Center and Columbia University, as well as outside vendors and collaborators on operations-related projects, as assigned.

It is anticipated that this is up to a 24-month position directly aligned to the life of the ERP project.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.


General Operations Support – 30%

  • Coordinate and support the management of various projects, as assigned, through successful engagement of and collaboration with stakeholders both internal and external to ICAP
  • Manage and track progress of assigned projects, including developing and maintaining systems for tracking tasks and timelines to ensure timely output and deliverables to managers and stakeholders
  • Manage the dissemination of operations-related information and reports to management and staff, address issues to be investigated and resolved, and adhere to established deadlines
  • Coordinate and track the reimbursement of project expenses associated with ICAP’s Harlem Prevention Center and Informatics Service Center
  • Ensure compliance with Columbia University policies, sponsor terms and conditions, and government regulations and requirements

Electronic Document Retention – 20%

  • Prepare, scan, index, track, and verify records and documentation
  • Catalogue, prepare and schedule hard copies of files for archive or appropriate disposal
  • File documents in accordance with established procedures and guidelines

Payroll & Effort Systems – 40%

  • Support a wide range of systems and processes associated with the forecasting, expensing, and monitoring of NY and country office payroll expenses to ensure compliant and efficient utilization of sponsor funds and organizational resources
  • Support systems and processes associated with the quarterly review and annual certification of effort for all NY and country office personnel and track progress to ensure on-time completion

Legal and Procurement Support – 5%

  • Serves as a point of contact for requirements associated with country office property leases, agreements, and registrations
  • Works closely with MSPH, CU Purchasing and CU Office General Counsel to ensure expedited reviews and approvals

Performs other duties as assigned – 5%

Minimum Qualifications

  • Bachelor’s Degree in public health, public administration, management, accounting or related fields or equivalent in education, training &/or experience.
  • 4 years of experience addressing management and operational requirements of donor-supported public health or development projects within a non-profit or academic setting
  • Experience working on US Government-supported PEPFAR programs
  • Excellent interpersonal, organizational, record-keeping, writing, and verbal communications skills and a demonstrated orientation towards customer service
  • Able to work in a fast-paced environment with demonstrated ability to manage multiple and competing demands, establish priorities, and meet deadlines with minimal oversight
  • Capacity to work with a high degree of independence within a matrixed, deadline-driven, multi-tasking environment
  • Ability to document procedure, and to write reports and operational guidelines
  • Advanced skills in the Microsoft Office suite, particularly Excel
  • Intermediate skills in Adobe Acrobat Pro and document imaging software

Other Requirements

  • Periodic international travel may be required