- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $73,130 - $73,130
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.
A strong internal candidate has been identified for this position, however, we are still accepting applications from other qualified candidates.
Position Summary
Columbia Global (CG) is a groundbreaking initiative that aims to establish a unifying and strategic platform to promote and facilitate impactful engagement of the University’s faculty, students, and alumni with the world; enhance understanding; address global challenges; and advance knowledge and its exchange. Columbia Global aligns some of the University’s key global initiatives, including but not limited to the Columbia Global Centers, Columbia World Projects, and the Institute for Ideas and Imagination.
Reporting to the Assistant Director of Operations, the Administrative Coordinator (AC) is responsible for independently managing the day-to-day activities of all NY-based CG offices and ensuring smooth operations, efficiency, effectiveness, and success, while exercising discretion and judgment in performing a wide variety of duties. The incumbent supports all of CG's leadership and staff by maintaining processes that support the efficient and functional management of organizational initiatives, strategic events, and daily office operations. The incumbent will collaborate and partner with colleagues across the organization and ensure at all times that the office environment is especially sensitive and responsive to CG’s needs and the University’s internal and external communities while maintaining a confidential environment.
Responsibilities
- Provides office management and administrative support. Maintains office supplies and inventory for all locations.
- Independently manages and oversees office operations and leadership support including, but not limited to:
- Scheduling /coordinating - Manages complex calendars, and makes scheduling arrangements involving multiple parties and conferences under minimum direction. Sets up and coordinates domestic and international meetings and conferences including participant travel, reserving space, setting up equipment, and ordering meals. Recognizes and identifies information that can be disseminated and to whom, prepares and distributes agendas and minutes, and distributes supporting documents. Assists with special events planning.
- Reports/Correspondence - Responds to requests for information, and summarizes data based on information compiled from various sources. Coordinates inter- and intra-office mailings. Manages Columbia Global Directory.
- Purchasing and Accounts Payable – Works with the finance team to reconcile purchasing cards, process check requests, honorarium payments, employee travel and expense reimbursements, new vendor setup, and procurement of goods and services.
- Reception/Public Contact - Provides reception as needed. Meets and greets clients, resolves non-routine situations based on established policies and procedures, and refers unresolved issues and questions appropriately.
- Develops documents for presentations or meetings.
- Maintains accurate contact information and runs other team-wide materials, systems, and projects.
- Acts as the frontline point of contact for CG stakeholders and partners. Synthesizes information and reports relevant data for incoming requests.
- Creates and tracks the administrative office budget for inclusion into the overall annual CG budget.
- Supervises individuals providing administrative support to CG (short-term casual employees, federal work-study students, etc.).
- Works closely with supervisor to develop and manage vendor relationships to ensure excellent service and cost efficiency.
- Manages the administrative and operational logistics of onboarding new employees.
- Works closely with facilities, event, and operations staff at all NY-based CG locations.
- Tracks and performs all administrative and operational logistics of events as assigned by the Assistant Director of Operations.
- Trains office employees on administrative processes at CG.
- Leads special projects as assigned and takes initiative to innovate existing processes and systems.
***An internal candidate has been identified however, all applicants are welcome to apply***
Minimum Qualifications
- Bachelor’s Degree and/or its equivalent is required.
- Two to four years of related experience is required.
Preferred Qualifications
- Prior experience supporting an executive-level office or position is preferred.
Other Requirements
- Experience and knowledge of modern office practices including the use of system management platforms, highly proficient in Google Suite, including Docs and Sheets, and highly proficient in MS Office Suite use, including Word, Excel, PowerPoint, Outlook, and Access.
- Must have excellent customer service skills as well as superior verbal and written communication skills.
- Must show tact and good judgment in confidential situations and experience interacting with senior management.
- Experience in preparing travel and expense reports, coordinating complex travel arrangements, and calendar management for senior-level executives.
- Must be detail-oriented, exercise good judgment, and work as a team player in a fast-paced environment.
- Must be consistently punctual and able to work flexible hours, possibly evenings, and weekends as needed.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.