- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $61,500 -$72,450
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 directly to the Vice Provost for Faculty Affairs, the Administrative Coordinator will develop and sustain an effective support structure for an integrated team and will support adherence to the goals and priorities set by the Vice Provost. The Administrative Coordinator provides managerial and operational support for the Office and executes a wide variety of responsibilities pertaining to unit finance, administration, and communications, and provides faculty support to the Vice Provost. The incumbent serves as a liaison between the Office and the Faculty, Research Officers, and Senior Administrators at the University, ensuring positive and proactive communications with all internal and external constituents.
Responsibilities
Operations
• Oversee the daily operations of the Office of the Vice Provost for Faculty Affairs, including management of the Vice Provost’s complex schedule and travel arrangements as needed.
• In collaboration with the Vice Provost’s academic, teaching, and research responsibilities, the Administrator Coordinator compiles and edits research grant applications, including editing proposals, editing, formatting, and submitting papers to journals and archiving sources used in grant writing.
• Organize teaching materials for uploading to the Courseworks website, and submits letters of recommendation for students and post-doctoral researchers, at the direction of the Vice Provost, as necessary.
• Research, compile, and prepare resource information for briefings, meetings and presentations conducted by the Vice Provost; Compose and manage highly sensitive and confidential data, materials, and documents to facilitate decision-making and create reports for the University’s high-level constituents and other audiences as identified by the Vice Provost.
• Oversee and triage all outgoing and incoming electronic and paper documents, communications and general inquiries for the Office.
• Liaise with the appropriate University offices and manage external vendors to meet deadlines for deliverables.
Meetings and Events
• Provide technical and detailed logistical guidance to internal and external participants of the Office’s meetings and events, including senior University administrators, faculty, and relevant stakeholders;
• Manage guest registrations and the promotion, creation, and distribution of meeting and event communication and materials.
Financials
• Partner with senior Finance administrators in the Provost’s Office to manage the office’s internal budgetary functions including tracking spending, financial reporting, procurement, vendor selection, audit and reconciliation processes; manage and facilitate the office’s recurring financial transactions via the P-Card, Concur and ARC systems
Minimum Qualifications
- Bachelor’s degree and/or equivalent and 2-4 years of related experience required.
- Must have strong interpersonal and effective communication skills including the ability to interact professionally with staff at all levels of an organization.
- Must be detail-oriented with strong organizational skills, and demonstrate critical thinking ability and problem-solving skills in order to identify priorities and escalate urgent/conflicting requests.
- Experience with preparing detailed documents, proposals, reports, and/or related materials.
- Must have the ability to exercise discretion and judgment in sensitive and confidential matters and have the foresight, flexibility, initiative, and energy required to ensure that the Offices operate efficiently and with the highest levels of professionalism.
- Ability to work both independently and within a structured team, managing multiple tasks under short deadlines.
- Must be skilled in Microsoft Office Suite including Word, Excel, and PowerPoint.
- Ability to learn appropriate additional software such as Endnote for bibliography.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.