CSER is seeking a motivated, experienced administrative coordinator who will play a key role in streamlining our center's workflow and responsible for general administrative, clerical, and executive support tasks to ensure organizational sustainability.
Reporting to and working closely with the Assistant Director, the incumbent provides administrative and clerical support to the Center for the Study of Ethnicity and Race (CSER). CSER establishes connections and facilitates interaction among faculty; students, alumni, other CU employees, community and organizations to generate opportunities that support students pursue their higher education, and professional objectives. Instill a welcoming and enjoyable experience for visitors to the office, over the phone and in all digital communications. Responsible for opening office at the start of business day, punctuality is of the utmost importance.
Responsible for the process of all financial transactions in Columbia University's complex financial system modules such as Accounting
and Reporting at Columbia (ARC) and procurement systems as well as a variety of financial systems and reports (invoices, TBERs, vouchers, requisitions, purchase orders, check requests, etc.), as well as working with vendor management to create new vendor profile
and determine and prepare required forms. Assist with maintaining/updating of the CSER share drive filing system for financial tracking of transactions, back up documentation and other business related documents. Liaise with the University's Accounts Payable, Purchasing and other financial departments and with external vendors to resolve any issues with payments or financial transactions. Process initial hire for work-study and biweekly payroll and maintain work-study hour log excel sheet. Assist with other financial processing as requested.
Essential Functions for Grade:
1. Updates online Google calendar with events and class schedule, manages correspondence; drafts/edits/types up correspondence and reports; and maintains confidential files and records, screens calls and visitors.
2. Assists faculty with lectures and events, coordinates and handles all logistics for speakers including arrangement of transportation and meals, tracks and processes travel reimbursements via TBER and ARC procurement systems. Schedules departmental faculty meetings and functions, handles logistics (A/V equipment, catering, copies and distribution of materials).
3. Assists with administrative and operational aspects of event management for a high volume of programs: arranging travel reservations for guest speakers, booking hotel rooms, submitting honorarium requests and travel reimbursements, reserving event space, catering, A/V, and responsible for event space set-up and troubleshoot issues as they arise. The incumbent, in consultation with the Assistant Director, will draft event publicity materials including fliers and email notices and will advise on event budgets and process expenditures.
4. Coordinates schedules of center's seminar room. Provides administrative support for MOA (Masters of American Studies program) as needed. Support the administration and logistics of the summer programs.
5. In consultation with Assistant Director will update general and routine information via WIX for departmental website. Maintains office inventory and orders equipment and all supplies.
High School diploma or its equivalent required. 3 years of related experience required.
College degree preferred. Minimum 2 years experience preferred with Columbia University's complex financial system modules such as Accounting and Reporting at Columbia (ARC) procurement systems as well as a variety of financial systems and reports. Working knowledge of Microsoft Outlook, Word, PowerPoint, and Excel.
Position-Specific Minimum Qualifications
Demonstrated ability to be resourceful, work independently and contribute successfully to a team is essential. The ability to plan, prioritize and balance the workload of several projects simultaneously in a fast-paced environment is required.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 500722
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.