The Forum at Columbia University Columbia's Manhattanville campus is designed to bring together diverse academic disciplines while welcoming the wider community to experience a shared space for civic life. The Forum is a new multipurpose venue that provides a welcoming gateway to the campus. With its world class meeting space able to host an array of academic conferences and public forums, scholars and thought leaders from many fields come together at The Forum to share ideas. The upper floors feature a 430-seat auditorium, gathering spaces, and five meeting rooms with state-of-the-art technology. The ground floor is utilized for a range of activities, from exhibits to University events as well as educational programming and other community functions.
Reporting to the Director of Operations, the Senior Administrative Coordinator will oversee the day-to-day operations of the office, helping to manage daily events support and assisting in administrative aspects of The Forum. The Senior Administrative Coordinator will create an environment that is sensitive and responsive to the needs of all internal and external constituencies, including VIP services, while also providing exceptional customer service on behalf of The Forum, a department under the auspices of the Office of The President.
Using sound judgment, manages and directs phone, mail, and electronic communications ensuring timely and effective follow-up internally and externally. Ensures the highest level of diplomacy and discretion when interacting with callers. Discerns the nature and purpose of visits and calls with professionalism and exceptional customer service, maintaining the professional standards of The Forum.
Works with the Director of Operations to analyze the needs of the office and develop and implement operational processes that improve its efficiency, organization, and effectiveness.
Provides executive level administrative and logistical support to The Forum staff including calendar management and meeting logistics, creating reports relevant for events, operations, meetings, expense, and travel data.
Independently undertakes research to develop briefings and create documentation relevant to Forum operations.
Responsible for maintaining and reconciling detailed records of reimbursement, scheduling requests, and internal meetings through a centralized database.
In consultation with the Director of Operations, performs regular audits of Forum equipment, furniture, and facilities work, including inspections of common areas, ensuring that all equipment is functioning and the spaces are pristine. Monitors compliance with internal and external Service Level Agreements and documents discrepancies for follow up as appropriate.
Working with The Forum event staff, creates and manages event work orders for setup, cleaning, and deliveries. Ensures timely and accurate execution of work orders for each event.
Liaises with Public Safety to ensure the security of the building and tenants and manages key services at The Forum, including special access to The Forum Bike Room and Lactation Room.
Manages office supplies, furniture, office equipment, etc., in accordance with University purchasing procedures and Forum budgetary restrictions; supervises maintenance of office equipment and oversees inventory tracking.
Performs other duties as assigned.
Bachelor's degree or its equivalent required.
Minimum two years of related experience is required.
Prior experience supporting an executive office in a comparable business setting or institution of higher education, including managing multiple calendars and generating reports.
Demonstrated ability to relate well with others with discretion and diplomacy.
Excellent customer service orientation and people skills with ability to build and foster relationships with diverse constituencies.
Excellent communications, writing, and research skills required; must be highly detail oriented.
Strong organizational skills with ability to prioritize and manage multiple tasks, handle high-volume workload, work independently, and meet deadlines under pressure and with accuracy.
Computer literacy including proficiency in Microsoft Word and Excel.
Experience handling financial reports and supporting budget management.
Desire to work in a collaborative environment that values innovation and creative problem-solving.
Ability to work flexible hours, including occasional nights and weekends.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 499902
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.