Manager-Administration - New York, United States - Columbia University

    Columbia University
    Columbia University New York, United States

    1 month ago

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    Description
    • Job Type: Officer of Administration
    • Regular/Temporary: Regular
    • Hours Per Week: 35
    • Salary Range: $75,000 - $80,000
    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.

    Position Summary

    Reporting to the Vice President for Administration and Finance for Arts and Sciences, this position will oversee several busy and complex calendars for senior staff, plan and execute a range of regular and ad-hoc meetings and ensure consistent coordination across calendars and offices. The incumbent will also provide front desk coverage and support, maintain a positive and professional work environment, and ensure the smooth and efficient functioning of office operations. Additional responsibilities may include the planning of special events and gatherings, undertaking independent research, preparing reports and materials, and other project-based duties as assigned.

    Responsibilities

    • Manages the calendars for three Divisional Deans and the Vice President for Administration and Finance.
    • Takes the lead in organizing meetings, confirming agendas, scheduling, booking of meeting space, placement of catering orders, procurement of facility and equipment rentals, sending of meeting agendas, and independently responding to participants.
    • Works with Deans, directors, staff, and faculty across the Arts and Sciences to ensure a high-level of coordination and serves as a key liaison between the Office of the EVP and University-level administrators and staff.
    • Provides front-office support and ensures a positive and professional work environment, including by welcoming guests, promptly responding to phone and email inquiries, ensuring appropriate desk coverage, and maintaining the overall integrity and functioning of the office. Provides feedback that contributes to office improvement and the development of innovative office methods and approaches. Serves as a liaison to university facilities, IT, and other departments involved in supporting effective office operations. Coordinates technical support for phones, computers, and other office equipment.
    • Assists with processing invoices, reimbursements, and purchase orders, and provides additional administrative support as needed. Manages travel arrangements and accommodations as necessary.
    • Anticipates needs for correspondence and replies to communications independently, to work without direct supervision, with the ability to respond quickly to changing demands, and triage efficiently.
    • Works independently and with colleagues on special projects as assigned, including planning of events, gatherings, and workshops; supporting new and ongoing research projects; assisting Arts and Science committees, various presentations and communications and other duties.
    • Provides calendaring, event planning, and various administrative support to other senior administrators within the Arts and Sciences, as directed.
    • Performs various other duties as required.

    Minimum Qualifications

    • Bachelor's degree and/or equivalent in education and two years of related experience.
    • The ability to deal with highly confidential information and act as a liaison between key stakeholders, both internal and external.
    • The ability to build strong and sustainable relationships.
    • The ability to perform complex tasks involving independent judgment requiring speed and accuracy.
    • The capability to interact effectively with all levels of an organization.
    • Excellent communication skills-written and verbal.
    • Computer fluency and proficiency in Microsoft Office Suite and G-Suite.

    Preferred Qualifications

    • 5+ years or more of related experience.
    • Experience in an academic setting.
    • An interest in the Arts and Sciences mission and areas of focus.
    • Proficiency in planning and prioritizing.
    • Exemplary communication skills (both written and oral).
    • Highly developed organizational and leadership skills.
    • Exercise good tact and judgment in confidential situations with proven experience in handling sensitive information.
    • Experience in multiple calendar management for senior level executives.
    • Availability for occasional late evenings based on scheduled events.

    Equal Opportunity Employer / Disability / Veteran

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