• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $60,874 - $62,000

Position Summary

Reporting to the Wallach Art Gallery’s Associate Director of Finance and Exhibitions, the Administrative Assistant supports the Gallery’s administrative and financial operations.

Established in 1986, the Wallach Art Gallery is the University's premier public visual arts space. The Gallery presents critically acclaimed exhibitions alongside a dynamic range of programs and publications that contribute to scholarly discourse.

Responsibilities

Financial and Administrative Support

• Initiate purchase requisitions and vouchers in Columbia University's financial systems (ARC and PaymentWorks).
• Set up vendors and liaise with Purchasing, Accounts Payable, and Vendor Management to resolve related issues.
• Prepare cash deposits and assist with catalog sales.
• Verify and document charges on the Department Purchasing Card.

Programs and Event Coordination

• Assist with planning and execution of gallery programs, events, and receptions.
• Book rooms and request AV support.
• Coordinate with caterers and external service providers.
• Make travel arrangements and run operational errands as needed.
• Provide reception coverage when regular gallery attendants are unavailable.
• Submit and track service requests with University partners (CUIT, Facilities, Printing Services, Public Safety, etc.).
• Flexibility is required to support evening and weekend events.

Office Operations and Communications

• Maintain files for Gallery governance meetings and financial transactions.
• Manage inventory of office and gallery supplies.
• Oversee incoming and outgoing mail.
• Maintain and update gallery mailing lists in coordination with communications staff.
• Update the department website as needed.
• Serve as the first point of contact for phone inquiries and the general gallery email inbox.
• Prepare correspondence and respond to general inquiries and proposals.
• Schedule meetings for the Wallach Art Gallery and its governing bodies.
• Prepare materials for meetings and distribute minutes and follow-up communications.
• Work closely with the Gallery Director on administrative and governance-related needs.
• Attend all-staff meetings and meet regularly with the Associate Director and Gallery Director.
• Perform other duties as assigned.

Minimum Qualifications

• Three years of related experience
• High school diploma or equivalent; some college preferred

Preferred Qualifications

• Familiarity with ARC
• Some experience working in a Museum or Art Gallery 

Other Requirements

• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Work well in an interactive team environment.
• Working knowledge of database programs.
• Working knowledge of Microsoft Office.
• Ability to interpret accounting and purchasing policies.
• Capacity to build morale and group commitments to objectives.

Equal Opportunity Employer / Disability / Veteran

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