Reporting to the Chief Operating Officer and working closely with a Director within Operations, the Administrative Coordinator will provide administrative support and will be responsible for handling office-related administrative matters, while ensuring adherence to operational policies and procedures in the course of completing assigned projects. The Administrative Coordinator exercises judgment, decorum, discretion and confidentiality in their communications with all levels of University administrators, trustees, and external constituents.
Responsibilities include, but are not limited to:
ensuring that visitors are appropriately received,
scheduling internal/external meetings,
covering a multi-line telephone, as necessary.
high volume identification of incoming electronic documents (including but not limited to, capital calls, cash distributions, audited financial statements, Schedule K-1s, monthly and quarterly reports, and legal documents),
distribution of physical mail and the preparation of outgoing mail/packages such as quarterly board meeting presentation materials.
create and maintain office documents and records (including travel and expense records) using Word and Excel,
revise business contact information in internal database, as necessary
overseeing the maintenance of the physical office, supplies, furniture and related projects
planning and researching office-wide events such as holiday parties and volunteer opportunities
handle inter/intra-office communications and interactions professionally and diplomatically.
Excellent customer service, interpersonal, communication and organizational skills required.
Must be able to maintain confidentiality.
Highly proficient computer skills required, including demonstrated ability to create complex spreadsheets, flexibly apply and adapt to technology and navigate databases required.
High degree of accuracy and ability to handle multiple projects with competing priorities are essential.
Must be able to work independently and take a proactive approach.
In addition, the successful candidate must be able to work well with all levels of employees, be flexible in nature, have sound judgment with an open and collaborative style, encourage teamwork and value cooperation across the broader organization.
Must have a passion for excellent customer service and commitment to exceptional quality.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
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