Administrative Coordinator

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $55,805 - $56,805

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 Director of Academic Administration & Finance, the incumbent serves as the initial point of contact for the Department’s administrative and graduate office and provides necessary support to ensure smooth operation of Departmental activities. Provides routine information and support to faculty, students, visitors, and other constituents; directs callers and visitors to appropriate parties; distributes incoming and outgoing mail and packages. Manages all aspects of Department events and gatherings, including receptions, seminars, conferences, and other special events.

Responsibilities

Provides general administrative support to the department’s faculty, staff, and PhD program. Greets visitors to the graduate office and directs to appropriate parties. Assists with departmental meetings and special events. Prepares and organizes materials and reports for faculty committees, seminars, workshops/conferences, lectures/courses, and other academic and administrative activities.

Coordinates departmental events such as seminars, lectures, workshops/conferences, open houses, and other social/academic/administrative gatherings. Responsible for reserving appropriate venues, reserving accommodations for visitors and participants, ordering catering, and overseeing other logistical issues to ensure successful events.

Coordinates department research seminar activities including correspondence, publicity, scheduling, and use of audio-visual equipment. Prepares and posts weekly seminar and colloquia announcements. Makes department seminar room reservations and maintains daily/weekly schedules of room availability. Responsible for seminar room access by distributing, tracking, and collecting keys for use each semester.

Responsible for daily afternoon receptions, including placing catering orders and conducting setup and cleanup in the department lounge. Monitors all lounge and other office supplies, submits supply orders as necessary. Assists in maintenance and upkeep of the lounge and other common areas.

Maintains and keeps current department bulletin boards. Designs, writes, prepares, and posts/advertises fliers for special department activities. Assists with update and maintenance of the department's web page and manages department’s online and shared accounts.

Supports students in the PhD program with degree and defense applications, registration adjustments, and other academic forms. Arranges site visits and communicates with prospective students identified by the Graduate Admissions Committee.

Responsible for use of a department Purchasing Card (P-Card). Ensures compliance with all related P-Card finance policies and procedures, including uploading receipts, monthly reconciliation of expenses, and responding to and resolving audit inquires.

Serves as point of contact for Facilities on routine building maintenance requests by submitting work orders, tracking status of maintenance requests, and ensuring timely resolution.

Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

High school diploma or equivalent.

Two years of relevant experience required.

Preferred Qualifications

Some college preferred.

Experience working in academia or education environment.

Other Requirements

Excellent attention to detail and ability to track and follow through on tasks.

Proactive, organized, and able to think critically.

Must possess a high level of comfort working with technology. Strong computer skills, including experience with Zoom, Microsoft Office, GSuite, WordPress, Publisher, or other design software such as Photoshop or GIMP.

Must demonstrate excellent interpersonal skills and ability to communicate effectively both verbally and in writing.

Professional and customer-focus demeanor and ability to work effectively across a wide variety of constituents, including faculty, staff, students, visitors, and administrators.

Able to work effectively independently and as part of a team.

Available to support special events during evening and weekend hours, on occasion.

______________________________________________________________________________________Equal Opportunity Employer / Disability / Veteran

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