• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $68,000 - $80,000

Position Summary

University Life was created to develop and enhance the student experience at Columbia. Working in collaboration with students, faculty, and staff, University Life strengthens resources, policies, and conversations, and builds community outside of the classroom. Our efforts all connect to core values for the Columbia community: 

• Inclusion and belonging

• Health and well-being

• Sexual respect

• Community citizenship

University Life is a central division focused on enhancing the student experience across Columbia’s 17 schools and colleges. We serve as a student life hub for the University and are committed to promoting a diverse and inclusive campus culture where students can thrive in all dimensions of their lives. In University Life, we focus on connecting students to each other, to the broader University and surrounding community, and to opportunities beyond their schools. 

We work to educate students about Columbia’s values and policies, as well as share essential and timely information with students from the University. Through our programs, services, and partnerships, we support students’ educational enrichment during their time at Columbia.

Reporting to the Senior Associate Vice President for Student Life, the Administrative Manager provides executive support and oversees daily operations for the central University Life office. This full-time, in-person role includes front desk coverage Monday to Friday, 9 a.m.- 5 p.m., along with calendar management, meeting coordination, and event support. The ideal candidate is highly organized, exercises sound judgment, maintains discretion, and thrives in a fast-paced, multitasking environment.

Responsibilities

• Provides front desk coverage for the central office of the Division of University Life. This is a full-time, in-person position (Monday-Friday, 9a-5p).
• Serving as primary receptionist for the Division, welcomes guests, ensures office space is inviting, fields queries from walk-ins, tracks who is in and out of the office as to be able to direct guests and receives deliveries.
• Provides high-level support to the Senior AVP for Student Life, with utmost confidentiality and discretion, managing a complex and frequently shifting calendar.
• Provides staffing for committees led by the Senior AVP for Student Life or other general University Life meetings as assigned, taking notes, preparing agenda, arranging the conference room, setting up tech or audio/visual needs, and preparing meeting materials.
• Ensures the Senior AVP is prepared for meetings and events by providing agendas, meeting materials, and other briefing documents in advance of meetings.
• Interfaces with students and senior administrators of the University on a consistent basis.
• Builds productive relationships with key stakeholders and their staff and represents the Division of University Life by working directly with partner offices around the University.
• Supports the day-to-day operations for the University Life central office, ordering supplies when needed, ensuring multipurpose room, conference room, and reception area are kept organized, placing work orders to facilities when repairs in the office are needed.
• Provides support with office inboxes and other channels, responding to inquiries from a variety of constituencies, ensuring timely follow-up and/or escalation to the appropriate staff member(s) as needed. 
• Works with the Assistant Director, HR, and the Administration and Operations Manager to plan and coordinate team and divisional events and meetings.
• Prepares, submits, and tracks business expense reports accurately and in a timely manner, and manages travel arrangements for the AVP and/or the department.
• Provides proactive support on a variety of student life ad hoc projects, contributing to the successful execution of departmental priorities through data gathering, analysis, coordination, and collaboration with key stakeholders
• Supports Student Life and/or University Life events as needed, including, but not limited to, logistics support, staffing, set-up/breakdown, securing supplies and materials, and coordinating with other team members and campus partners.
• Facilitate team purchasing needs, including sourcing supplies, placing orders, and reconciling purchase card transactions in the ARC (Accounting and Reporting at Columbia) system in alignment with university procurement policies.
• Coordinate logistics for meetings and events, including ordering, receiving, and setting up catering deliveries; check and distribute incoming mail and packages at the front desk to ensure smooth daily operations and timely delivery of materials to staff.
• Provide coverage for admin team members during absences, maintaining continuity of operations and ensuring consistent service across the office.
• Additional duties as assigned.

Minimum Qualifications

• Bachelor’s degree and/or equivalent experience required.
• 3-5 years of related experience.
• Ability to exercise sound judgment, discretion, and confidentiality in handling sensitive information and high-level communications.
• Ability to use good judgment and sound decision-making skills in operational situations.
• Strong computer skills required, including an advanced skill set in using Excel and Google products.
• Detail-oriented, possessing strong organizational skills and superior verbal and written communication skills.
• Strong collaboration skills and experience working in a team environment are essential.
• Occasional evening and/or weekend work may be required.

Preferred Qualifications

• Prior experience supporting an executive-level office.
• Experience working in a higher education, nonprofit, or similarly complex institutional environment.
• Familiarity with, or ability to quickly learn, university policies, procedures, and organizational structures.
• Experience coordinating large meetings, events, and/or multi-stakeholder projects.

Equal Opportunity Employer / Disability / Veteran

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