Administrative Coordinator

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,300–$70,000

Position Summary

Reporting directly to the Vice Provost for Faculty Affairs, the Administrative Coordinator will develop and sustain an effective support structure for an integrated team and will support adherence to the goals and priorities set by the Vice Provost. The Administrative Coordinator provides managerial and operational support for the Office, scheduling support for the Senior Associate Provost for Academic Appointments, and executes a wide variety of responsibilities pertaining to unit finance, administration, and communications for the Faculty Affairs division of the Office of Vice Provost for Faculty Affairs. The incumbent serves as a liaison between the Office and the Faculty, Research Officers, and Senior Administrators at the University, ensuring positive and proactive communications with all internal and external constituents.

Responsibilities

Operations

• Oversee the daily operations of the Office of the Vice Provost for Faculty Affairs, including management of the Vice Provost’s complex schedule and travel arrangements as needed.

• Provide scheduling support for the Senior Associate Provost for Academic Appointments.

• Organize teaching materials for uploading to the Courseworks website, copyedit academic writing, and submit letters of recommendation for students and post-doctoral researchers, at the direction of the Vice Provost, as necessary.

• Research, compile, and prepare resource information for briefings, meetings and presentations conducted by the Vice Provost; Compose and manage highly sensitive and confidential data, materials, and documents to facilitate decision-making and create reports for the University’s high-level constituents and other audiences as identified by the Vice Provost.

• Oversee and triage all outgoing and incoming electronic and paper documents, communications and general inquiries for the Office.

• Liaise with the appropriate University offices and manage external vendors to meet deadlines for deliverables.

• Provide general office management including monitoring supplies and facilitating IT and facilities interactions.

Meetings and Events

• Provide technical and detailed logistical guidance to internal and external participants of the Office’s meetings and events, including senior University administrators, faculty, and relevant stakeholders.

• Manage guest registrations and the promotion, creation, and distribution of meeting and event communication and materials. Coordinate catering needs as necessary.

Financials

• Partner with senior Finance administrators in the Provost’s Office to manage the office’s internal budgetary functions including tracking spending, financial reporting, procurement, vendor selection, audit and reconciliation processes; manage and facilitate the office’s recurring financial transactions via the P-Card, Concur and ARC systems.

Minimum Qualifications

• Bachelor’s degree and/or equivalent and 0-2 years of related experience required.

• Must have strong interpersonal and effective communication skills including the ability to interact professionally with staff at all levels of an organization.

• Must be detail-oriented with strong organizational skills, and demonstrate critical thinking ability and problem-solving skills in order to identify priorities and escalate urgent/conflicting requests.

• Experience with preparing detailed documents, proposals, reports, and/or related materials.

• Must have the ability to exercise discretion and judgment in sensitive and confidential matters and have the foresight, flexibility, initiative, and energy required to ensure that the Offices operate efficiently and with the highest levels of professionalism.

• Ability to work both independently and within a structured team, managing multiple tasks under short deadlines.

• Must be skilled in Microsoft Office Suite including Word, Excel, and PowerPoint.

• Ability to learn appropriate additional software such as Endnote for bibliography.

Equal Opportunity Employer / Disability / Veteran

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