- Job Type: Support Staff - Union
- Bargaining Unit: Local 2110
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $58,000 - $63,000
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 to the Business Manager, the Administrative Assistant provides comprehensive administrative support to the Office of Academic Affairs team.
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.
Responsibilities
Administrative Responsibilities
Serve as the administrative support for the Office of Academic Affairs team and will serve as the first point of contact for all administrative queries. Will oversee and manage office supplies inventory and key inventory for faculty office spaces. Monitor office-related equipment and ensure they are in working condition and serve as the contact for the facilities and IT teams, Ricoh personnel as well as external delivery personnel whenever they access any of the OAA spaces for work.
Additionally, provide logistical support for concentration managers, coordinators, and faculty with their events and with their class related needs.
Ensure adjunct faculty spaces are accessible and provide all necessary office items for use in the office space.
Manage, correspond, and act as liaison between core administrative units within the department and across external partners providing guidelines on University policies. Connecting with Service Now, ARC Ticketing system to resolve problems for payees (faculty, students, staff, and visitors).
The position will serve as a Travel Arranger for the team; arrange for flights, hotels, rails and transportation for OAA guests, faculty, and for students travel.
HR Responsibilities
Provide support to faculty and teams with student hires. Ensure appropriate documentation and charts strings are received and reviewed. Process all student hires and submit them in PAC for approvals in the payroll system.
Oversee and submit any time entry and add comp-related requests and monitor that they are processed on time.
Oversee the recruitment of student PAs, hiring and supervision of student employees and their training to ensure their support delivery to the Business Manager and the team.
Financial Responsibilities
Process all events-related expenses for both faculty, concentration managers, and students. This will involve accounts payable expenses, faculty and students travel expenses. Position will serve as a delegate for faculty.
Process and manage all requisition and purchase order-related activities, profiles setups, remittance updates and review of contract documentation, and close out of purchase orders.
Responsible for pulling monthly financial reports for both faculty and concentration managers.
Conduct financial reconciliation for both restricted and unrestricted expenses during monthly and year-end closing activities. This will involve reviewing expenses and ensuring they are charged to the appropriate chartstring, and natural accounts and all errors are properly addressed via journal entries.
Other
Maintain and update OAA website monthly with new content.
Perform other assignments related to special projects that may come up within the team.
Minimum Qualifications
- High School diploma or the equivalent required.
- A minimum of three years of related experience required.
- Must have excellent organizational and verbal and written communication skills.
- Must be able to interact effectively and tactfully with faculty, staff and students.
- Ability to work under pressure, detail-oriented, proactive, independently perform multiple tasks, creative with problem-solving skills.
- Must be able to prioritize multiple tasks with minimal supervision.
- Applicant must be willing to learn new systems and adapt quickly to academic environment.
- High level of computer literacy and familiarity with MS Office are required.
Preferred Qualifications
- Some college strongly preferred.
- Facility with Excel highly desirable.
- Proficiency in and experience with financial administration, ARC (Accounting and Reporting at Columbia), Concur and Payment Works and other financial and administrative support systems strongly preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.