Administrative Assistant - New York, United States - Columbia University

Description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Monday-Friday 9am-5pm
• Building:
• Salary Range: $73,000-$73,000

Position Summary

The Administrative Assistant performs duties that enhance the day-to-day office activities for the Chief Information Officer by providing administrative and information management support. As the primary point of contact for internal and external constituents on all matters pertaining to the office of the Chief Information Officer, the position serves as a liaison, representing, organizing and coordinating activities, schedules, and communications. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities

• Coordinates a broad variety of administrative tasks including managing calendar to assure effective and efficient use of Chief Information Officer and senior management time, composing and preparing confidential documents, and ensuring follow-up on all action items. This includes day-to-day logistics, email, and other types of communications. 20%
• Coordinates all activities to support the executive such as travel arrangements, process expense reports, presentations, correspondence, meeting minutes, scheduling meeting and reserving space. 15%
• Coordinating venue reservations, catering, and AV. 15%
• Facilitates logistics for meetings, coordinating committee meetings and conferences 10%
• Communicates directly on behalf of the executive in a professional manner bridging smooth and clear communications with internal departments and external constituents. 10%
• Keeps executive well informed of upcoming commitments and responsibilities including follow-up. Screening and monitoring calls. Fielding questions, or forwarding them to the appropriate person. 10%
• Compiling documents and materials in preparation for meetings and conference calls. Prepares reports by collecting and analyzing information 5%
• Manage department-wide communications, track and manage RSVPs. 5%
• Provide support to all internal and external visitors and direct them appropriately. 5%
• Other duties as assigned. 5%

Minimum Qualifications

• Requires a bachelor's degree or equivalent in education, training and experience, plus three years of related experience.
• Strong organizational and communication skills are required. Strong knowledge of Microsoft Office programs (Word, Excel and PowerPoint). Excellent interpersonal skills and must be a team player.
• The individual must possess the ability to coordinate multiple projects while maintaining the highest level of detail and track projects to meet established deadlines.
• Must have a professional demeanor and the ability to interact effectively with a wide variety of people.
• Must be able to function in a highly fast-paced environment with minimal direction
• Ability to establish priorities and follow up accordingly.
• Must maintain confidentiality.
• Must successfully complete systems training requirements.

Preferred Qualifications

• Detail oriented
• Knowledge of Outlook email and calendar, MS Word, Excel and PowerPoint applications
• Ability to work independently
• Demonstrated ability to set priorities, multi-task assignments, and work with diplomacy and efficiency in a highly pressured environment
• Familiarity with the University financial systems such as ARC. Microsoft Office modules (Word, Excel, PowerPoint, Visio).

Other Requirements

• Type other requirements and/or special indicators if CUIMC

Equal Opportunity Employer / Disability / Veteran

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