Administrative Assistant

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range: $58,630-$60,630

Position Summary

Reporting to the Director of Academic Administration and Finance (DAAF), the Administrative Assistant provides administrative and operational support to the Departments of Philosophy and French. The incumbent will serve as a primary point of contact for faculty, students, and visitors and support departmental operations, events, communications, facilities, and academic programming. The Administrative Assistant works closely with the DAAF and departmental teams to ensure efficient day-to-day operations across both departments. 

The Department of Philosophy has a long-standing commitment to rigorous inquiry, critical analysis, and the study of fundamental questions concerning knowledge, ethics, logic, mind, language, politics, and the history of philosophy. The Department supports a vibrant intellectual community of faculty, students, and scholars, offering undergraduate and graduate programs that emphasize analytical precision, historical depth, and engagement with contemporary philosophical debates. Through teaching, research, lectures, conferences, and interdisciplinary collaboration, the Department of Philosophy contributes meaningfully to Columbia’s broader academic mission and to the advancement of philosophical scholarship.

The Department of French and Romance Philology at Columbia University is a distinguished academic unit within Arts and Sciences, dedicated to the study of French and Francophone language, literature, culture, and intellectual traditions. The Department supports undergraduate and graduate education, faculty research, academic programming, and engagement with broader interdisciplinary and international fields of study. Through its curriculum, scholarly activity, and departmental initiatives, the Department fosters rigorous inquiry, linguistic and cultural fluency, and a strong intellectual community for students, faculty, and staff.

Responsibilities

• Serve as the primary point of contact at the front desk, providing daily support and assistance to faculty, students, visitors, and other members of the University community.
• Answer telephone and email inquiries, route messages, respond to requests, and manage mail, packages, and deliveries; communicate information and policies as needed; assist faculty with scanning and printing projects. 
• Assist the DAAF and office team with the administrative, operational, and logistical aspects of events for the Departments of Philosophy and French, including departmental colloquia, seminars, lecture series, job talks, endowed lectures, workshops, meetings, recruitment, faculty searches, and other events. 
• Process travel accommodations, including hotel bookings for guests. Create and confirm visitor schedules. Register guests and track RSVPs; and provide on-site event support as needed. Reserve event space and coordinate custodial, A/V, and catering services; and order catering for meetings and events.
• Maintain inventory of all office and pantry supplies, office keys, equipment, and academic forms, applications, brochures, and other materials. Serve as a liaison with Facilities, Mail Services, and Public Safety on various maintenance, upkeep, and safety issues.
• Work closely with the Registrar and University Events Management (UEM) to manage room reservations for Philosophy and French courses, weekly colloquia, evening seminars, symposia, lectures, meetings, and other events.
• Produce communications materials for the departments and broader community, including broadcast emails, flyers, posters, invitations, and web announcements.
• Maintain the departmental Google Calendars, listservs, and websites for Philosophy and French.
• Provide support for Romanic Review and The Journal of Philosophy. 
• Assist the Director of Language Programs and Academic Programs Coordinator with the French Language Program (e.g., placement and proficiency exams) as needed.
• Assist with faculty reimbursements on Concur as needed.
• Assist with alumni outreach to support fundraising efforts for Philosophy and French.
• Maintain social media accounts across both departments. 
• Track facilities requests for Philosophy and French in Philosophy Hall. 
• Assist Department Chairs with special projects as needed under the supervision of the DAAF (e.g., ARC reports, faculty searches).
• Perform other duties and responsibilities as assigned.

Minimum Qualifications

• High School Diploma or equivalent. 
• Three years of related experience.

Preferred Qualifications

• Some College coursework is preferred.
• Background in student affairs and/or academic administration. 
• Knowledge of French is preferred but not required.

Other Requirements

• Excellent analytical and mathematical skills are required; excellent written, organizational, communication, and interpersonal skills are essential. 
• Must be self-motivated, detail-oriented, and possess patience, tact, and an ability to function effectively with a broad constituency. 
• Computer proficiency required, including Excel, Word, and Google Suite. Ability to be creative and comfortable with computer databases. 
• Ability to work independently, manage multiple tasks, and adapt to changing priorities in a busy environment.
• Demonstrated ability to produce high-quality and accurate results in a high-volume, fast-paced environment.
• Ability to work effectively in an interactive team environment.
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Equal Opportunity Employer / Disability / Veteran

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