Administrative Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $68,289 - $68,289

Position Summary

The Administrative Assistant provides high-level clerical, administrative, and organizational support for Well-Being and Health Promotion which includes the Addiction Information and Management Strategies (AIMS) Program. In addition to performing general office responsibilities, the Administrative Assistant will coordinate and help prepare for events and activities including promotion, communication, and evaluation of the event or program; maintain inventory, including tracking and reconciliation of purchases; interact with students and assist with resource navigation; coordinate room reservations on campus; task completion tracking and organization; and serve as a liaison with CUIMC campus partners. This position reports to the Director of Operations and will provide cross-coverage administrative support to other departments of Student Health. Day-to-day supervision of tasks and responsibilities is provided by the Associate Director of Well-Being and Health Promotion.

Responsibilities

• General administrative duties include but are not limited to answering phones and greeting office visitors, checking in appointments, ordering and purchasing supplies including those needed for events and programs, maintaining inventory, monitoring email and message inboxes and responding to messages accordingly, data entry and reconciliation of records.
• Assist with the coordination, set-up, and break down of outreach initiatives and events and programming including room reservations, coordination among campus partners, communicating changes, budget tracking, communication with vendors, and staffing events.
• Manage mailing lists and provide routine email outreach to students for events and programming.
• Assist with development and distribution of digital and print promotional materials, including weekly newsletter.
• Record and maintain meeting minutes.
• Administrative support for Student Health-driven campus-wide initiatives as needed.
• Perform other duties as assigned.

Minimum Qualifications

• A Bachelor’s degree or equivalent in education, training and experience, plus two years of related experience.
• Available to work 8am – 4pm, 10am – 6pm & 11am – 7pm.

Preferred Qualifications

• Excellent written, verbal, digital, and interpersonal communication skills.
• Excellent organizational skills; must be detail-oriented.
• Demonstrated ability to work independently with strong follow up.
• Excellent computer skills, including Microsoft Word, Excel, and Power Point.
• Excellent and demonstrated skills in budgeting, event planning, and outreach efforts.
• Must be able to function effectively with people from diverse backgrounds.

Other Requirements

• Background in student affairs, academic administration, or previous experience in marketing and/or event planning.  
• Familiarity with managing social media

Equal Opportunity Employer / Disability / Veteran

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