• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $53,226 to $55,000

Position Summary

The School of Engineering at our Interchurch location is seeking a dedicated Administrative Assistant to ensure the smooth operation of daily activities. This role involves providing front-line administrative support and assisting in general management. Key responsibilities include greeting and directing visitors, Screening calls and visitors, responding to inquiries, and directing non-routine inquiries to appropriate personnel; Assisting with processing purchase orders and invoices; Ordering office supplies, and maintaining inventory. This position is crucial for supporting the effective functioning of the School of Engineering and ensuring a welcoming and efficient environment for staff, students, and visitors.

Responsibilities

• (50%) Provide front-line administrative support; answer telephones, greet, and direct visitors; screens call and visitors; respond to telephone and in-person inquires; identify and direct non-routine inquires to appropriate office personnel as needed; direct visitors.  Perform technical and clerical work involving editing, proofreading, filing, word processing, spreadsheet reports, copying materials, mileage and reimbursement forms.

• (30%) Coordinates updates of web entries for the departmental web site. Schedules meetings. Operates and maintains office equipment, photocopier, computer, printers, scanners, etc. Receives tracks and distributes incoming and outgoing mail. Maintains Meeting Room and Pantry. Provides administrative support to the location site and staff. Schedules appointments, meetings; maintains calendars; makes travel and conference arrangements.

• (10%) Assist with purchase orders and invoices. Orders office supplies and maintains inventory. Organizes and updates files. Maintain inventory of materials and resources and prepare for outreach distribution. Order department nametags, keys, IT equipment, business cards, and nameplates as appropriate and directed by GCWJ Director or Coordinator.

• (10%) Performs other related duties as assigned.  

Minimum Qualifications

• High School diploma plus a minimum of 2 years administrative experience or the equivalent combination of education and experience required.

• Bachelor's degree and/or its equivalent preferred. Knowledge of Columbia policies and procedures is preferred.  

• Strong organizational, interpersonal, oral and written communication skills required. Patience, tact, and ability to function effectively with a broad constituency are important. Must be able to work under pressure and independently with minimum supervision. Good analytical and mathematical skills required. Requires concentration amidst distraction.

• Noise level is typical of an office environment.

• Ability to think through clearly amid changing priorities and circumstances.

• Maintain a professional attitude and demeanor in difficult situations.

• Ability to multitask in a very busy work environment.

• Exercise sound judgment.

• Maintain a high level of confidentiality. Flexible, customer-service mindset.

• Demonstrated skills that support fiscal transactions such as purchasing, travel and expense reimbursements.

• Willingness to learn roles and responsibilities of assistants and provide back-up support as needed.

• Must be able to lift up to 20 pounds - incoming shipments.

• Ability to exercise good judgment, prioritize, work under pressure and carry out multiple tasks with minimal supervision necessary a must. This position involves heavy communication with faculty, students, and industry leaders.

• Must have diplomacy and be able to maintain confidentiality.  

Equal Opportunity Employer / Disability / Veteran

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