Coordinator, Operations Support

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000 - $77,500

Position Summary

Responsibilities

Operational Coordination and Readiness

• Serve as a primary on-site contact for routine operational needs at the President's House; assess urgency, establish work priorities, resolve matters within established procedures, and escalate sensitive, non-routine, or high-impact issues to the Executive Director.
• Conduct regular walkthroughs of public, meeting, event, receiving, storage, and back-of-house areas to identify conditions affecting operational readiness, safety, access, or the guest experience.
• Initiate and track routine facilities, maintenance, technology, delivery, and service requests; coordinate access for approved service providers, follow up through completion, and communicate status or delays to the appropriate parties.
• Maintain accurate operational checklists, room diagrams, schedules, issue logs, equipment records, and related documentation; identify recurring concerns and recommend practical improvements to routine workflows.

Guest Reception and Front-of-House Support

• Provide courteous and professional front-of-house coverage; welcome and direct faculty, staff, students, and guests, notify hosts of arrivals, and respond to routine questions in accordance with established House protocols.
• Exercise confidentiality, diplomacy, and discretion when handling guest identities, schedules, conversations, materials, and information concerning House operations.
• Respond calmly to unexpected arrivals, time-sensitive requests, or changing priorities; use judgment to address routine matters and consult the Executive Director on access-sensitive or otherwise significant situations.

Shipping, Receiving, Inventory, and Storage

• Receive, log, move, and distribute packages, supplies, and equipment; prioritize time-sensitive items and promptly report damaged, misdirected, or otherwise irregular deliveries.
• Organize, label, and maintain inventory and storage areas so that supplies, dishes, glassware, beverages, furniture, and equipment are orderly, safe, accessible, and ready for use.
• Monitor supply and equipment levels, conduct periodic inventories, and prepare timely replenishment requests or recommendations for management approval.
• Coordinate delivery timing and access, maintain receiving areas, and communicate with internal partners and vendors regarding routine delivery or service issues.

Meeting and Event Logistics

• Independently organize the on-site logistics for one-on-one and other very small, uncatered meetings, including room readiness, snacks and beverages, House-maintained audiovisual equipment, cleanup, dishwashing, and timely reset of the space.
• For larger meetings, dinners, receptions, and ceremonial functions, provide House-side logistical support for events led by University Programs and Events; carry out approved plans, room diagrams, schedules, and assignments.
• Set up, break down, remove, replace, and reset tables, chairs, beverage stations, furniture, and equipment using safe work practices and available assistance or equipment when appropriate.
• Deploy House-maintained audiovisual equipment and provide first-line troubleshooting; escalate unresolved technical issues to the appropriate resource.
• Triage last-minute logistical requests, identify conflicts or constraints, adjust routine work priorities, and communicate issues that may affect event readiness or timing.
• Maintain the organization and readiness of meeting and event supplies, including dishes, glassware, beverages, service items, and audiovisual accessories.

Facilities Support, Upkeep, and Safety

• Monitor building conditions and promptly report or route maintenance, repair, access, or safety concerns; follow through on routine items until the issue is resolved or transferred to the appropriate owner.
• Perform limited light-duty cleaning and immediate upkeep of public, storage, receiving, and back-of-house areas when needed to maintain readiness; coordinate needs beyond the scope of the role with the appropriate support resource.
• Carry out work in accordance with established safety, access, confidentiality, hospitality, and event protocols.
• Perform other related duties and operational projects as assigned.

Minimum Qualifications

• Bachelor's degree and/or its equivalent required.
• Two to four years of related experience in operations, facilities support, hospitality, event logistics, executive support, customer service, or a comparable environment.
• Demonstrated ability to exercise sound judgment, independently triage and prioritize routine requests, manage competing assignments, and consult a supervisor on sensitive or non-routine matters.
• Consistent discretion and confidentiality, with the maturity and professionalism required in executive, academic, residential, and ceremonial settings.
• Strong customer service orientation and the ability to communicate clearly, tactfully, and respectfully with faculty, staff, students, guests, vendors, and University partners.
• Strong organization, attention to detail, follow-through, and recordkeeping skills; ability to maintain orderly spaces, accurate inventories, and reliable operational documentation.
• Dependability, punctuality, and a self-directed work style, with the ability to remain composed and responsive when priorities or schedules change.
• Ability to interpret room diagrams, event schedules, checklists, and written or verbal instructions and to execute established procedures accurately.
• Working proficiency with Microsoft Office and the ability to learn and use service-request, inventory, scheduling, or related operational systems.
• Ability to deploy basic audiovisual equipment and perform first-line troubleshooting.
• Ability to collaborate effectively as part of a team and to distinguish between matters that can be resolved independently and those requiring escalation.

Preferred Qualifications

• Experience supporting facilities operations, event logistics, hospitality, executive or VIP service, or high-profile customer-facing operations.
• Experience in a higher education, ceremonial, residential, or similarly service-intensive environment.
• Experience with receiving and inventory practices, room and furniture setups, and basic audiovisual equipment.

Other Requirements

• This is a physically active role that regularly requires standing, walking, bending, reaching, lifting, carrying, pushing, pulling, and moving furniture, packages, supplies, and equipment.
• The work includes indoor duties and limited outdoor duties and may involve food and beverage setup, dishwashing, storage-area upkeep, and event setup and breakdown.
• The schedule varies based on operational and event needs and may include early mornings, evenings, weekends, and additional hours.
• The role requires the ability to respond to time-sensitive or last-minute needs while maintaining safe practices, service standards, and attention to detail.

Equal Opportunity Employer / Disability / Veteran

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