CURRENT OPPORTUNITIES

Logistical Support and Coordination  

• Assemble and maintain the master meetings schedule for the seminar groups which meet as many as 6-8 times over the academic year;
• Work with appropriate University stakeholders to secure space in the Faculty House and/or other on-campus venues;
• Provide logistical support ensuring appropriate room setup, materials are prepared and printed, appropriate security has been obtained and attendees have been provided clear direction for seminar meetings and seminar supported workshops and conferences;
• Coordinate with appropriate on-site staff for meeting set-up, meals, and audio-visual support diligently working to resolve any and all space and support issues;
• Communicate with presenters and/or guests to ensure all accessibility arrangements are addressed and handled;
• Appropriately communicate with relevant parties to resolve schedule changes and/or conflicts for seminar meetings and special events as thereare often multiple events in any given evening;  
• Provide additional support to seminars with absent chairs or rapporteurs filling in as needed or required;

Financial Tracking 20%

• Track travel arrangements for participants that will be joining each seminar and provide support as required;
• Review event and vendor contracts for submission to the DAP for approval;
• Manage in coordination with the Administrative Assistant travel accommodations between travel agent, rapporteur and guest traveler, and make group or special travel reservations;
• Assist in tracking Schoff publication fund expenses to confirm appropriate allocation;
• Liase with vendors on overall planning and make certain that catering, services and other invoices and expenses are moved through Columbia’s process in a timely fashion;
• Track equipment inventory and assist in making audio visual technology purchases as needed;
• Oversee travel arrangements and make travel reservations as necessary;

• Maintain the Access database for members and rapporteurs, and generate access reports as requested;
• Post the upcoming seminar schedules on individual seminar web pages and in master meetings schedule;
• Assist in the production of the printed annual directory of seminar meetings and special events, and with additional archival projects, as needed;
• Track event timelines, budgets and other resources for special events;
• Cross-check, organize, and rename digital archive files on a monthly basis;
• Annually deliver archival materials and book donations to the library; 
• Biannually recycle outdated materials;

• Work with the Administrative Assistant to make certain the AV needs of each seminar is appropriately handled;
• Research and implement improvements to the software and hardware necessary in accordance with the needs of the seminars;
• Set up technology and assist in evening support of seminars on busy evenings and as needed;

• Detail-oriented, able to work independently, must show initiative, have strong organizational skills, and be able to prioritize and manage multiple projects simultaneously;
• Demonstrated ability to seamlessly execute responsibilities in high pressure scenarios or environments;
• The ability to manage confidential data, ensuring accuracy and data integrity; 
• Excellent verbal, written and organizational skills required;
• Must have strong interpersonal skills and be able to communicate effectively and tactfully with faculty, students, staff, and visiting speakers; 
• Computer proficiency required;
• Experience with spreadsheets, systems and database management, and generally accepted programs and office equipment required;
• The capacity to remain poised under pressure, be flexible, and deliver excellent, solutions-oriented, customer service;
• Must meet deadlines and follow through on details with accuracy and good judgment;
• Understanding of an academic environment, working within the confines of a busy campus;
• Ability to interact professionally in a service-oriented environment subject to frequently changing priorities that may require re-prioritization of daily operations;
• The ability and willingness to work evening and weekend hours as needed;
• Must be able to work with diverse constituencies and support an inclusive work environment;
• Experience with Microsoft Word and Excel required;
• Experience with Google suite: Drive, Docs, Sheets preferred;
• Experience with Microsoft Access preferred;