Reporting to the Associate Director of Administration and Finance, The Center for the Study of Ethnicity and Race (CSER) is seeking a motivated, experienced administrative coordinator who will play a key role in streamlining the center’s workflow. Responsible for general administrative and clerical duties, updating the center’s Wordpress Website and finance support tasks to ensure organizational sustainability.
Reporting to and working closely with the Associate Director, the incumbent provides administrative and clerical support to the Center for the Study of Ethnicity and Race (CSER), including financial transactions, communications, and maintaining the Center’s office. CSER staff members establishes connections and facilitates interaction among faculty; students, alumni, and other CU departments. Incumbent will promote a welcoming experience for visitors to the office, over the phone and in all digital communications. Responsible for opening office at the start of business day, punctuality is of the utmost importance.
Responsible for the process of all financial transactions in Columbia University's complex financial system modules. The incumbent provides in person, front facing administrative services to the center; oversees paper and electronic files; processes financial transactions; using Concur and ARC fund management systems. Process initial hire for work-study and biweekly payroll. Maintains work-study hour log excel sheet. Assist with other financial processing as requested
1. Processes all accounts payable, reimbursements and purchasing transactions; setting up of vendors; resolves and follows up on payment issues; coordinates Arts and Sciences departmental reimbursement programs; honorarium requests and travel reimbursements. Researches and resolves problems with open commitments and overdrafts. Coordinator is main contact with the University's Accounts Payable, Purchasing and other financial departments and external vendors to resolve issues promptly.
2. Must have or be able to acquire knowledge to maintain department's web page. In consultation with Associate Director, will be responsible for the update of general and routine information on the departmental Wordpress website; faculty profiles, assuring all links are current, updating courses and editing as needed. Responsible for writing first draft and assisting the communications activities of the center, under the direction of the AD. This includes using working with AD to execute on communications strategies, drafting communications, and organizing events and social media and/or advertising efforts.
3. Coordinates and responsible for logistics including; speakers’arrangement of transportation, and hotel stay, tracks and processes travel reimbursements via CONCUR and ARC fund systems. Supports the administrative and operational aspects of event management for a high volume of programs; reserving event space, catering, A/V, and responsible for event space set-up and troubleshooting issues as they arise. Responsible for coordinating and arranging travel reservations for guest speakers, booking hotel rooms via CONCUR system.The incumbent, in consultation with the Associate Director (AD), will draft event publicity materials including fliers and email notices and advise on event budget status prior to processing expenditures.
4. Provides administrative support for MOA (Masters of American Studies program) as needed. Maintains office inventory and orders equipment and all supplies.
High School diploma or equivalent and 3 years or related experience.
College degree preferred. Ability to work in a busy department office serving faculty, administrators, and students and to manage multiple concurrent projects with varying deadlines with minimal supervision required. Experience with Microsoft Office or comparable program, including extensive knowledge of excel spreadsheet and database applications. Knowledge of or ability to learn University electronic financial systems required. Must be able to acquire knowledge of Wordpress to maintain department's web page.
Demonstrated ability to be resourceful, work independently and contribute successfully to a team is essential. The ability to plan, prioritize and balance the workload of several projects simultaneously in a fast-paced environment is required.
Must be detail-oriented with excellent organizational, interpersonal, written and communication skills, and have the ability to interface effectively with all levels of staff and management. Strong proofreading skills essential and high-level attention to detail required. Must be able to work with changing priorities and work independently in high-pressure environment on concurrent projects. Ability to work as a member of a collaborative team while exercising independent judgment is essential while maintaining confidentiality. Strong computer proficiency required, including Wordpress web experience. Must have a passion for excellent customer service and commitment to exceptional quality.
Equal Opportunity Employer / Disability / Veteran
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