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Coordinator-Administration

Office of the Exec VP for Facilities and Ops

Coordinator-Administration

  • 533230
  • Morningside
  • Office of the Exec VP for Facilities and Ops
  • Full Time
  • Opening on: Jan 13 2023
  • Grade 10
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $58,500 - $65,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
 

Position Summary

Reporting to the Administrative Manager, the incumbent assists in the administration of the Columbia University Facilities and Operations Department in the Executive Vice President's (EVP) Office.


Responsibilities

  • The incumbent provides confidential administrative support with wide-ranging responsibility and discretion
  • Highly organized  and proactive in managing and creating business systems; provides general administrative support including answering telephones, mail distribution and supply maintenance
  • Acts as back up to the Executive Assistant for schedule and calendar management; filing; coordinates agendas, materials and minutes.
  • Additional administrative duties include but are not limited to answering phones, retrieving phone messages; web research; greeting guests; managing office equipment and IT service tickets, submitting and tracking invoice payment. 
  • The incumbent interfaces with executive, senior and professional staff members as well as a wide array of university officers, faculty members and outside professionals and contractors; resolves problems independently. 
  • The Administrative Coordinator will also coordinate local and international travel arrangements, travel itineraries, and submit expense reports. 
  • Responsible for creating and editing presentations and presentation materials; managing conference rooms, scheduling and cleanliness. 
  • The Administrative Coordinator will be responsible for implementing tracking mechanisms for departmental functions; provides administrative back up to various departments within Columbia University Facilities and Operations, as necessary and performs other related duties as required. 

Minimum Qualifications

  • Bachelor's degree and/or its equivalent required. Minimum of 0 to 2 years related experience required. 
  • Excellent organizational ability as well as the ability to manage deadlines and work in a team setting. must be highly detail oriented with excellent work processing skills, PowerPoint and Keynote presentation skills are essential. 
  • Communication skills; both written and verbal, required, including an ability to work with a diverse audience. Demonstrated ability to set priorities, work with diplomacy and efficiency in a high-pressure environment. Familiarity with Microsoft Office Suite and Excel spreadsheet applications is essential. Diplomacy, tact and discretion required.

Preferred Qualifications

  • Experience in an institution of higher education preferred, special preference given to experience with Columbia University community or similar. 

Equal Opportunity Employer / Disability / Veteran

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

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