The Trustees of Columbia University in the City of New York Coordinator in New York, New York
- Job Type: Support Staff - Union- Bargaining Unit: Local 2110- Regular/Temporary: Regular- Hours Per Week: 35- Salary Range: $58,000-$63,000The 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 SummaryReporting to the Senior Executive Assistant to the Dean, the incumbent serves as the first point of contact for all visitors and guests to the SIPA Dean's Suite, provides administrative support for and at the direction of the Senior Executive Assistant to the Dean, and is responsible for ensuring the Dean's Suite is fully operational for the client population it serves. This is a 100% in person position without a remote option.At SIPA-the world's leading school of global policy-we are committed to diversity, equity and inclusion. We work to cultivate these values in our practices, programs and policies. We aim to create a workplace that is welcoming and celebrates the unique lived experiences of all our staff, students and faculty. We are particularly interested in candidates who can contribute to the diversity and excellence of the School. Applicants are encouraged to include information in their cover letter about how they will further this goal.ResponsibilitiesProvides a polished, poised, and professional first point of contact for all visitors and calls into the Dean's Office suite. This involves greeting students, faculty, staff, and external visitors of a level up to and including current and former world leaders. Maintains confidentiality and exercises good judgment in all interactions and at all times.Utilizing general knowledge of SIPA and Columbia University, and exercising independent judgment, handles incoming calls and directs inquiries on multiple telephone lines.Independently tracks and oversees supplies for the Dean's office suite, including office supplies and refreshments, manages refreshment station, and assists with refreshments for visitors.Oversees the general maintenance of the Dean's Suite and more specifically the conference room, ensuring it is ready for use as needed by the Dean.Under the supervision of the Senior Executive Assistant, manages the following administrative duties in support of the Dean thereby relieving the Senior Executive Assistant of matters of detail:- Handles catering, deliveries/labor requests for meetings and events, overseeing the coordination and follow-up;- Schedules car service reservations, follows up on confirmations, and provides timely notification of all pertinent details;- Prepares preliminary travel itineraries for often complex, global, high-profile travel;- Prints and prepares meeting materials, providing assistance in briefing related research as directed;- Tracks meeting and event RSVPs; liaises frequently with SIPA's Office of Communications and External Relations- Prepares meeting agendas and material for distribution at events;- Staffs events, as needed;- Prepares expense reports and liaises with the SIPA Business Office on the same; uses Concur, the University reimbursement system, and reconciles expenses, often requiring special handling and troubleshooting;- Handles all purchasing for the Dean's Suite needs and the Dean, specifically;- Oversees and troubleshoots use and maintenance of office equipment in the Dean's Office suite, including the coffee machine, copier, refrigerator(s), etc., identifying and notifying appropriate University and School offices when intervention is necessary;Sorts and prioritizes mail delivered to the Dean's Suite;Deploys student workers and assigns appropriate tasks; oversees their attendance and performance.Performs related duties as assigned and provides assistance to SIPA staff and faculty as requested.Minimum Qualifications- High school diploma or the equivalent required.- A minimum of three years of full-time office administrative experience required.- Strong computer skills are a must, including proficiency in Microsoft Office, online calendaring, and spreadsheets.- Strong organizational, communication, and interpersonal skills required.- Excellent customer service skills essential.- Must be able to use tact and discretion in dealing with the general public and with diverse and international student, faculty, affiliate and visitor populations.- Must have the reliability and maturity to deal with all SIPA constituencies in a professional manner.Preferred Qualifications- Some college preferred.Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.
Minimum Salary: 31200.00 Maximum Salary: 31200.00 Salary Unit: Yearly