CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000 - $105,000

Position Summary

The Graduate School of Arts and Sciences (GSAS) administers the education of graduate students in the humanities, natural sciences, and social sciences in the Arts and Sciences, and grants the PhD in all divisions of Columbia University.

The Office of the Dean for GSAS seeks an Associate Director of Administrative Operations that will provide executive-level administrative support to the Dean and Vice Dean and oversee day-to-day office operations.

In this role, the Associate Director’s key areas of responsibility will include performing high-level executive support, ensuring smooth and seamless office operations, and providing project coordination support. Through this role, the Associate Director can expect to expand their knowledge of office operations and project management.

To be successful in this role, the Associate Director should demonstrate a high degree of professional maturity and operational effectiveness; strong organizational and project management skills; a customer service disposition; and an ability to work collaboratively and independently in an academic setting.

Responsibilities

Executive Assistant Support

Provide direct administrative support for the Dean and Vice Dean. Duties include but are not limited to: 

• Coordinate a broad variety of administrative tasks including managing multiple calendars to assure effective and efficient use of the Dean’s and Vice Dean’s time and providing administrative support as needed.
• Communicate directly on behalf of the Dean and Vice Dean in a professional manner bridging smooth and clear communications with internal departments and external constituents.
• Reconcile the Dean's and Vice Dean’s purchasing card and manage business expenses. 
• Manage a complex calendars of meetings and appointments.
• Draft correspondence, assemble and distribute materials for meetings; draft internal and external communications for their review and approval.
• Assist with the preparation of visual presentations and memoranda.
• Coordinate arrangements for special events.
• Make travel and other arrangements for Dean’s and Vice Dean’s travel.
• Address visitors and guests to the executive office.
• Manage special projects and initiatives for the Dean’s executive team.
• Manage and maintain administrative contacts and related databases.
• Perform other duties as assigned or requested.

Office Operations and Project Management

• Oversee daily operations of all GSAS units to ensure professional and efficient organization and administration; develop operating procedures.
• Establish and manage relationships with project stakeholders and task owners; ensure engagement and consistent communication on deliverables and related matters.
• Track progress of projects and related activities using project-management tools and resources.
• Prioritize conflicting needs, handle matters expeditiously, proactively collaborate with project leads to successful completion of meeting deadlines.
• Support strategies related to organizational goals and process improvement initiatives; work with unit leads to address any escalated concerns and identified risks as needed.
• Serve as the main point of contact for Public Safety.
• Ensure that all GSAS offices are fully equipped with appropriate supplies.
• Coordinate work-study needs and general office scheduling of student staff.
• Promote staff professionalism and performance by modeling individual and team accountability, collaboration, and a positive work environment.
• Keep current on all organizational, regulatory compliance, and student data privacy trainings.
• Perform other duties as assigned or requested.

Minimum Qualifications

• Bachelor's Degree or combination of education and experience.
• A minimum of 4 years of related experience in office administration, project coordination and/or financial administration.
• Be well organized and able to manage a demanding, varied workload; ability to manage multiple concurrent assignments, and to set and meet deadlines.
• Ability to communicate effectively and accurately in both oral and written form; ability to interact positively, constructively, and effectively with senior leadership, professional staff, faculty, and students.
• Strong organizational skills, and time management, and the ability to set priorities among multiple competing objectives, tasks, and initiatives is required. 
• Ability to lead and act decisively and solve problems quickly.
• Ability to work independently, exercise independent problem solving, and follow-through.
• Demonstrated ability to exercise sound judgment and tact as well as maintain confidentiality when dealing with sensitive and confidential matters.
• Be an initiative-taking, dependable, and detail-oriented individual who is resourceful and creative.
• High proficiency in Microsoft Office (Word & Excel) is required; must have ability and willingness to learn new systems and programs.

Preferred Qualifications

• Master's degree in a related field such as higher education administration, or financial or business administration preferred.
• Prior experience providing administrative support to senior level management.
• Prior experience providing project-management administrative support.
• Prior experience with project-management tools (e.g., Asana, MS Project, etc.)

Other Requirements

• Interested individuals must submit a résumé and cover letter.
• Occasional work on nights and weekends may be required.

Equal Opportunity Employer / Disability / Veteran

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