The Department of Environmental Health Sciences (EHS) in the Mailman School of Public Health houses the SHARP (Skills for Health And Research Professionals) Training Program, which brings together research professionals from different institutions for intensive skills-based workshops. The SHARP Program is quickly growing, now supporting 500+ attendees each summer from around the country, 50+ instructors, and training locations in both NYC and on the west coast in Portland, Oregon.
This position will provide specialized support in year-round planning, coordinating, and hosting the summer SHARP Program. Reporting to the Associate Director of Special Projects, the Project Coordinator will organize multiple trainings from start to finish including initial topic development with faculty instructors, tailored outreach and marketing plans, material development, professional communication with internal and external parties, and organizing and hosting all aspects of day-of implementation for instructors and attendees. This position requires some evening and weekend hours during the summer high season.
The candidate needs to be comfortable working autonomously and have exceptionally strong skills in attention to detail, customer service, professional communication, organization, and prioritization of competing timelines for different projects. Please describe these qualities in your cover letter when applying.
Developing, coordinating, and hosting trainings for the SHARP Program (65%) - the following computer and customer-service tasks are done to support the Columbia SHARP Program:
Work closely with the Associate Director in the preparation, coordination, and day-of logistics for 15-20 unique summer SHARP Trainings (2-3 day workshops) to ensure adherence to planning timeline and success of each event.
Work closely with faculty instructors and teams for content development and structure of each training.
Use a variety of platforms for attendee communication, registration management, and evaluation compilation.
Develop and share material for program outreach (flyers, social media posts, submitting and updating training information on websites, drafting emails, and creating contact lists).
Prepare and organize a variety of materials to be used day-of, which may include attendee packets, name tags, rosters, certificates, evaluations, and supplies used for each training.
Oversee all day-of activity for each training on site from June-August and serve as point of contact for training instructors to ensure each training runs smoothly. Direct all logistical arrangements and arrange onsite resources, and coordinate these efforts with a second team member to assist day of, all while delivering excellent customer service. Tasks generally include preparing all supplies, running check-in, addressing attendee inquiries, assisting instructors during the training with timekeeping and setting up slides, preparing breakfast/lunch catering and in-house coffee/refreshment breaks, and set up/clean-up of supplies, food, and training areas.
Communication and Point of Contact (25%) - the following tasks are done using professional correspondence to represent EHS and SHARP via email, over the phone, or in-person:
Serve as face of EHS and the SHARP Program during instructor planning meetings, and with all instructor teams, guest speakers, and attendees during SHARP Trainings.
Communicate professionally and effectively with internal and external parties, offices, and individuals that play a role in trainings. Common internal exchanges involve faculty members, Security, Communications Office, AV, and catering. Common external exchanges include attendee announcements, informational inquiries, troubleshooting, or resolving purchasing/payment discrepancies, as well as coordinating supply purchases, instructor payments, catering orders, and hotel and flight reservations as needed.
Manage central email accounts for SHARP Program inquiries.
Other related duties as required (10%)
Bachelor's degree or its equivalent in education and experience required, plus three years of related experience.
Strong attention to detail, communication and organizational skills with ability to manage competing priorities and work with minimal supervision.
Must be able to work flexible hours in summer when needed, including some evenings and weekends.
Experience in project and event management, with proven record of working effectively with diverse constituencies.
Experience in marketing and social media advertising.
Must have excellent verbal and written communication skills, and strong attention to detail and accuracy while handling multiple projects simultaneously.
Must possess the ability to exercise good judgment and tact in the moment and work productively as part of team, especially in a face-paced environment.
Must have strong organizational and self-management skills with reliable follow-through. Ability to prioritize work and complete projects in a timely manner with minimal oversight.
The applicant should have strong computer skills including experience with Word, Excel, Powerpoint, Sharepoint, Microsoft Teams, Mailchimp, Dropbox, Google Suite, and Zoom.
Willingness to work above and beyond regular hours, including evenings and weekends as events require. Black out days for time-off apply during SHARP training dates. Moderate level of physical activity required.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 511975
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.