Administrative Coordinator

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $68,000 - $70,000

Position Summary

University Life is a central division that supports all Columbia students by fostering an inclusive, connected University community across Columbia’s 17 schools and all campuses. We serve as a hub for student engagement, cross-school collaboration, and coordinated University-wide initiatives that strengthen the student experience. Our work is grounded in building trusted relationships across the institution so that students can access the resources, opportunities, and support systems they need to succeed.

We advance student well-being, belonging, and personal development through programs, policies, and partnerships that encourage connection, leadership, and dialogue across diverse experiences and perspectives. Guided by our core values of connection, integrity, respect, service, and continuous learning, we are committed to creating environments where students feel welcomed, supported, and empowered throughout their academic journey.

Through close collaboration with students, faculty, and staff, University Life champions a Columbia defined by inclusion, community citizenship, and holistic support; one where every student can participate fully in campus life and contribute meaningfully to our shared University community.

The Administration & Operations team provides operational, financial, human resources, event management, and communications support to University Life staff, students, and institutional partners. Through strong relationships, collaborative problem-solving, and informed policy guidance, the team strengthens the division’s capacity to serve the University community effectively. The team also fosters a shared sense of purpose by coordinating team-building experiences and professional development opportunities. Administration & Operations serves as a central support for the Division, allowing University Life teams to focus on their core missions, initiatives and programs.

Position Overview:

Reporting to the Administration and Operations Manager, the Administrative Coordinator is responsible for overseeing the daily administrative operations of the office, ensuring efficiency, organization, and a productive work environment. This role supports staff, manages office resources, and coordinates administrative procedures. 

This full-time, in-person role includes front desk coverage Monday to Friday, 9 a.m.- 5 p.m.

Responsibilities

• Provides primary front desk coverage in the executive suite for the Division of University Life, including opening and closing the office suite, welcoming and directing guests, ensuring the office space is inviting, and fielding inquiries from walk-ins. 
• Interfaces with students and senior administrators of the University on a consistent basis.
• Builds productive relationships with key stakeholders and their staff and represents the Division of University Life by working directly with partner offices around the University.
• Manages University Life main office phone inquiries and responds to voicemail messages in a timely manner.
• Receives and distributes mail and packages accordingly, including the coordination of student group package pick-ups.
• Supports the day-to-day operations for the division, including but not limited to: ordering supplies, ensuring multipurpose room, conference room and reception area are kept organized and are setup as needed, collaborating with the UL Operations team to inform them when repairs in the office are needed.
• Supports with the office tech equipment sign-out process and relaying of information to UL IT team regarding staff tech-support needs.
• Provides support with office inboxes and other communication channels, responding to inquiries from a variety of constituencies, ensuring timely follow-up and/or escalation to the appropriate staff member(s).
• Works with the Assistant Director, HR, and the Administration and Operations Manager to plan and coordinate team and divisional events and meetings, including transcribing meeting notes.
• Provides backup support in Columbia’s travel and business expense management system , when necessary, to prepare, submit and track business expense reports accurately and in a timely manner and manage travel arrangements for staff or guests as needed. 
• Provides proactive support on a variety of Administration and Operations ad hoc projects, contributing to the successful execution of departmental priorities through data gathering, analysis, coordination, and collaboration with key stakeholders.
• Supports University Life events as needed, including, but not limited to, logistical support, staffing, set-up/breakdown, securing supplies and materials, and coordinating with other team members and campus partners.
• Facilitates team purchasing needs, including tracking the monthly supply inventory, sourcing supplies, placing orders, and reconciling purchase card transactions in alignment with university procurement policies.
• Maintains positive vendor relationships and communications around office water deliveries (Primo), copier maintenance (Ricoh), etc.
• Coordinates logistics for meetings and events, including ordering, receiving, and setting up catering deliveries; check and distribute incoming mail and packages at the front desk to ensure smooth daily operations and timely delivery of materials to staff.
• Provides coverage for admin team members during absences, maintaining continuity of operations and ensuring consistent service across the office.
• Additional duties as assigned.

Minimum Qualifications

• Bachelor’s degree and/or its equivalent experience required. 
• 2-4 years of related experience.
• Experience with calendar management and event planning.
• Ability to use good judgment and sound decision-making skills in operational situations.
• Ability to make quick, but thoughtful, decisions as roadblocks arise. 
• Strong computer skills required, including advanced skill set in using Excel and Google products.
• Strong problem-solving skills and a customer service orientation. 
• Ability to be available during off hours for occasional team events.
• Highly detail-oriented, possessing strong organizational skills and superior verbal and written communication skills. 
• Strong collaboration skills, and experience working in a team environment is essential.

Preferred Qualifications

• Experience using Columbia’s systems, such as Concur and ARC (Accounting and Reporting at Columbia).
• Achievement orientation and demonstrated success in tracking projects from inception to completion.
• Capable of independent work coordinating multiple responsibilities.  
• Knowledge of project management and productivity software (ex: Asana) a plus.
• Calm, welcoming demeanor and ability to maintain a sense of humor in a fast-paced environment while getting work done is essential.

Equal Opportunity Employer / Disability / Veteran

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