Reporting to the Chief of Staff, the Dean's Office Manager is responsible for: 1) managing the daily operations of the Dean's office; 2) supervising and coordinating the Senior Associate Deans' (SAD) executive assistants, project coordinators, and temps; 3) providing executive-level support to the Dean's Chief of Staff; and 4) working collaboratively with the Dean's EA to provide supplemental and back-up support to the Dean. The Office Manager ensures that all work assigned by the SAD's to their Executive Assistants is completed in a timely, accurate and responsive fashion. Working independently, the Office Manager maintains discretion and professionalism while dealing with highly confidential information.
Direct the day to day office operations for the Dean, Vice Dean, Senior Associate Deans, and Chief of Staff by providing oversight and direction to the Dean's office staff, ensuring high-touch customer service contact and efficiency in the support provided by serving as the point of contact for communication to students and University personnel
Hire, train and manage EA's and directly/indirectly student staff to ensure that they have the necessary knowledge to do the role; lead team meetings to disseminate information, provide best practices and receive information about workloads; ensure reception desk is staffed by administrative coordinators during standard University business hours; oversee staff schedules, managing vacation requests in order to maintain on-going, fluid coverage
Ensure administrative coordinators are well trained in all Microsoft programs and the various University systems; plan and coordinate training to achieve and maintain a high level of performance amongst the staff; foster an environment where all Dean's Office staff participate fully as members of the Dean's team
Make recommendations for and implement changes, improvements or efficiencies in workflow in collaboration with key clients including students, chairs, faculty and administrators.
Coordinate and delegate tasks to team members with clear expectations on completion, timeliness and quality of work so that all faculty and department needs are met
Ensure that all projects and special assignments are completed in a timely manner by reviewing and analyzing daily work flow and special project needs; change assignments as needed to complete all tasks for group goals
Ensure that EA's are provided feedback for performance by conducting ongoing performance appraisals, including the annual performance review with input from senior leadership utilizing established performance standards
Lead and prepare onboarding activities for new staff and faculty, which includes accessing resources, learning University systems such as email, etc.; direct regular staff meeting and oversee daily staff check-ins with Dean's Office administrative staff to establish and maintain consistency and flow within the office
Responsible for processing financial transactions for the office in partnership with the SPS Finance team
Provide confidential, executive-level support to the Chief of Staff which includes drafting and initiating correspondence; preparing materials for meetings, projects, reports, presentations; preparing and managing travel itineraries and expenses, and schedule management
Ensure consistency in department by writing and developing resources for administrative coordinators and faculty and streamlining office protocols to improve processes
Experience working with faculty, administrators and students preferred
Familiarity with related Columbia systems and regulations a plus
Previous high-level, professional office management work experience, preferably in an academic environment
Event management experience
Excellent managerial, organizational, and interpersonal skills; professional demeanor and ability to effectively interact with Senior Administrators and Faculty
Ability to prioritize in a multiple supervisor situation; outstanding multitasking ability is required
Demonstrated ability to work independently, concurrently on a variety of projects and as part of a team; take initiative, follow-through, and encounter and handle highly confidential business with confidentiality, discretion, and sensitivity
Excellent organizational, interpersonal and communication skills
Ability to understand office priorities and be proactive
Ability to work under pressure and deadlines, and carry out multiple tasks independently
Attention to detail and accuracy
High level of proficiency with PC and Mac platforms, including the following programs: Microsoft Office Suite, Adobe, Skype, Internet, and email applications
Excellent capacity to think critically and to make sound decisions
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 502350
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.