Coordinator

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $60,312 - $61,500

Position Summary

Reporting to the Director of Academic Administration, the Administrative Coordinator provides high level clerical, administrative and operational support for Chemistry Department faculty, staff, and students. The incumbent also works closely with the Program Coordinators and faculty Colloquium Organizers, and acts as a contact for visitors to the department.

Responsibilities

• Assists the Director of Academic Administration and Program Coordinators with administrative and operational aspects of event management for departmental colloquia, seminars, recruitment, faculty search, and other events: booking hotel reservations for guests; reserving event space, custodial and A/V services, and catering; creating and confirming visitor schedules; and processes honorarium payments and reimbursements for visitors.

• Initiates onboarding and exit procedures for new departmental personnel, including: updating departmental records; processing applications for Postdoc housing; maintaining database records of housing requests for Post Doctoral Research Scientists; updating departmental listservs; and assisting the Director of Academic Administration with visa applications for new and continuing researchers.

• Working closely with the Registrar and University Events Management, manages room reservations for Chemistry Department courses, weekly colloquia, evening seminars, symposia, lectures, research group meetings, and other events.

• Produces communications materials for the department and broader community, including broadcast email, flyers, invitations, web announcements, and a weekly round-up of relevant events; and maintains the department google calendar.

• Provides efficient, professional reception and clerical support, including receiving and screening visitors, receiving and routing departmental phone calls, answering general inquiries, processing departmental mail, preparing meeting materials, maintaining departmental inventory of office supplies, A/V equipment, and copier and fax supplies. Prepares purchasing requisitions for the above mentioned supplies. 

• Assists Program Coordinator with the graduate admissions process, which may include mailing of admissions materials and Departmental brochure and providing logistical support for such visits. 

• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• High School diploma required, some college highly preferred. 

• A minimum of three years of related experience, and/or the equivalent combination and experience, is required.

Preferred Qualifications

• Excellent computer skills, including proficiency with the word processing, spreadsheets, and databases. Familiarity with website content management.

• Excellent interpersonal, communication (both oral and written), administrative and organizational skills required. 

• Strong attention to detail required. 

• Ability to work in a high-volume environment managing multiple responsibilities simultaneously is a must. 

• Desktop publishing or graphic design experience preferred

Equal Opportunity Employer / Disability / Veteran

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