• 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: $58,000 - $65,000

Position Summary

Reporting to the Director of Administration, the Administrative Assistant works as a team member dedicated to supporting the academic and administrative work of Columbia Business School faculty. The physical location of this position performs on a rotational basis as needed and assigned.  The Administrative Assistant represents the department to the public and is the first point of contact for inquiries from students, faculty and staff. 

About Columbia Business School

For over a century, Columbia Business School has helped develop leaders and builders of enterprises who drive value for their stakeholders and society at large through our MBA, MS, PhD, and Executive Education programs. We are equally committed to cultivating new scholars and teachers, and to creating and disseminating pathbreaking knowledge, concepts, and tools which advance the understanding and practice of management through our faculty research and PhD programs.

Our vision is simple: to develop ideas and leaders that transform the world—from the very center of business. Our ever-evolving curriculum - featuring pioneering courses, STEM certification, and immersive experiential learning -prepares students to excel in key areas such as digital transformation, entrepreneurship, and innovation, twenty-first century finance, the intersection of business and society, and climate and sustainability. The CBS administration enables CBS’ educational and scholarly mission through strategic and operational guidance and support, optimizing School resources through well-designed, transparent processes with a culture of respect for all.

Responsibilities

• Receives and prioritizes work given by the division’s Director and/or faculty with the highest level of customer service. Provides information and updates regarding the status of work and projects as needed and required.
• Utilizes MS Office to produce high-level technical documents and editing (tables, mail merges, formulas, equations, and related functions).  Utilizes various cloud storage programs for administrative projects and tasks. Draft, proofread, and manage correspondence, presentations, and reports. Coordinate physical mailings of envelopes and packages via USPS and express mail services. 
• Provides administrative support consisting of generating letters and other correspondence that deal with confidential information and requires discreet handling and tact. Other administrative support items include maintaining faculty and unit calendars, booking room requests, updating data in divisional files and databases, and interacting with various University departments and offices, as well as with individuals, organizations, and vendors outside of the University. 
• Works with faculty and/or the Director to compile, organize, and prepare academic course materials, cases, and instructional supplies as needed. Assists faculty in course preparation and construction, including creating course pages, modules, assignments, quizzes, discussions, and announcements. Assists faculty in managing course files, including g uploading documents, images, and media assets; assists faculty in ensuring accessibility standards are met in all course materials. Orders books from distributors. Requests copyright clearances for course readings.  Ensures materials have been received. Performs both electronic and library research. Retrieves books, articles, and research materials from campus libraries as approved by the Director and /or Faculty. 
• Provides assistance in the organization of special events within the division; regularly places food orders and sets up lunches for divisional meetings, weekly seminars, and special events with the assistance of, or in coordination with, the other members of the administrative team.
• Assists with the Orientation and training of new faculty members regarding relevant policies and procedures. 
• Responsible for coordinating and communicating to students and other relevant populations the faculty’s location, teaching schedules, office hours, exams schedules, and grade-related information.
• Consults with the Director and coordinates resources in response to all Faculty operational and/or computing difficulties.  Works with the Director to update and maintain department directories.
• Coordinates and schedules meetings, conferences, and seminars on behalf of and between faculty, both on and off-site.  Arranges travel and hotel accommodations for both faculty and invited guests of the University. Updates and maintains faculty and divisional websites as required. 
• Completes and processes travel and expense reports on behalf of faculty. Converts foreign expenses into U.S. monies. Ensures that expenses are submitted according to the prevailing budget policies (CBS and University).  Follow up with the Financial Planning Office to ensure payments have been processed.  Reviews discrepancies in billing.
• Assists in the preparation and submission of new vendor setups, purchase orders, invoices, and check requests. Reconciles accounts and maintains spreadsheets. 
• Prepares requisitions and obtains all needed office and research supplies for faculty. 
• Performs duplication of materials.  Responsible for ensuring that the materials are delivered and/or received in an efficient and timely manner.
• Performs administrative duties for faculty search committees as assigned by the Director.
• Performs related work as directed by the Director and/or Faculty.

Minimum Qualifications

• High School Diploma or its equivalent required. 
• Minimum of three years related experience, or the equivalent combination of education and experience required. 
• Must have demonstrated strong interpersonal, organizational, written and oral communication skills. Must have demonstrated strong customer service focus with the ability to interact in a professional manner with all levels of faculty, students and staff in a fast-paced environment. 
• Demonstrated ability to work with changing priorities in a busy environment.
• Ability to work as part of a team and work independently as necessary. 
• Strong computer proficiency with Windows, MS Word, Excel, and PowerPoint is required. 
• Ability to use scanning software and knowledge of the Internet necessary. 
• Strong typing skills required.
• Overtime may be required during peak periods. 
• Physical location requires additional focus since several departments are in the area.
• Excellent analytical and mathematical skills required.
• Must be self-motivated, detail-oriented, and possess patience, tact, and an ability to function effectively with a broad constituency.
• Applications submitted without a resume and cover letter will not be considered.

Preferred Qualifications

• Some college preferred. 
• Knowledge of database software preferred. 
• Prior experience using CMS to manage web content preferred.
• Prior experience using cloud-based learning management systems for academic courses (i.e. Canvas/CourseWorks, Blackboard, etc.) preferred. 
• Prior work experience in an academic or non-profit setting is preferred. Proficiency with advanced features of Google Calendar and Outlook is preferred.
• Working knowledge and interest in education, hospitality, and event management is welcome.

Equal Opportunity Employer / Disability / Veteran

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