The Business Operations Specialist/Executive Assistant provides high-level executive administrative support to the Dean of the Center for Undergraduate Global Engagement (UGE). The Incumbent is also responsible for providing a wide range of business operations support for UGE Programs.
Provides high-level executive support, including the strategic and active coordination of a complex calendar and schedule for the Dean of UGE.
Initiate, lead, and manage a wide range of operational support to the Dean and the senior staff of UGE Responsible for screening calls and visitors, ensuring that critical contacts are reviewed and responded to in a timely manner by the Dean.
Prepares correspondence for the Dean, meeting notes and agendas, special reports and presentations as needed. Develop and maintain complex filing system. Provides logistical support for international visitors.
Initiate/Coordinate extensive local, domestic, and international travel and event for the Dean of UGE, including processing associated reimbursements and managing related follow up with the appropriate departments of the University.
Work with Columbia College administrators and other University officials to complete projects and activities related to the Dean of UGE. Play a key role in coordinating events including, but not limited to Ivy Plus Study Abroad Conference, Columbia College's Board of Trustee meeting in Paris, Columbia's Study Abroad Fair, UGE Faculty Forum, Annual Retreat, Strategic Planning Meetings, and UGE Board Meetings.
Work closely and communicate with internal and external constituents including the Columbia College senior staff, UGE senior staff, all levels of University administrators, students, faculty, and staff. Manage complex queries/requests and refer inquiries to appropriate staff for action and reply.
Performs other related duties and tasks as assigned.
Assist with the international and local financial activities of assigned programs and initiatives, including, but not limited to, the accurate and prompt processing, verification, and coding of expenses for all invoices, reimbursements, check requests, travel advances, cash deposits, and wire transfers, in Columbia's financial systems
Assist in the development, integration, and maintenance of administrative and operational infrastructures to support and advance local and global operations
Work with the Executive Director to create, advance, and continuously refine data focused strategies and resources. Support the development and maintenance of ad hoc reporting tools to assist and inform a diverse group in decisions regarding budgets, finance, and other business related operations
Assist in the development and management of marketing and communication strategy and plan for UGE including content for web, social media, print, and other marketing collateral.
Participate in budget and operational analysis and forecasting to identify discrepancies and anomalies, explain variances, and inform planning and decision making
Provide ground level support for technology needs and act as a liaison to the central information technology offices when needed
Help research trends, best practices, benchmarking, and enterprise optimization for technology, administration, and budget/finance within higher education and international education
Support the preparation of hiring and appointment paperwork for administrative and academic appointments for global education programs. Maintain accurate appointment files according to University policies and helps ensure compliance with hiring processes.
Projects and other duties as assigned.
1. Bachelor's degree required and/or its equivalent required.
2. A minimum of 2-4 years of related experience providing high-level executive assistance and support, including the coordination of complex calendar and extensive international and domestic travel required.
3. Ability to work independently, highly adept problem solving skills.
4. Ability to process routine financial and business transactions on a daily basis.
5. Highly organized, proven background managing a high volume of complex work.
6. Demonstrated ability to handle sensitive information with high level of confidentiality and discretion.
7. Experience in student database (like SIS), accounts payable/receivable/billing software, centralized finance/accounting system (like ARC) and student/program applications (like Terra Dotta).
8. Proven background using Microsoft Office Suite, Google Docs and familiarity with other web based technology and business solutions.
**Applications submitted without a resume and cover letter will not be considered**
Knowledge of Adobe Creative Cloud and other publishing/graphics software/applications a plus
Familiarity with international education and liberal arts curricula a plus
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 501456
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.