Advertised Summary Job Description: Working under minimum supervision, this position reports to the Associate Dean, Development and Alumni Relations, with a particular focus on supporting the administrative functions across the office, including managing calendars, scheduling meetings. The incumbent serves as the primary point of contact for internal and external constituents on all matters pertaining to the Executive Director and many matters pertaining to the Office of Development and Alumni Relations. The Coordinator serves as a liaison to faculty, donors, development staff, and the external community. The Coordinator organizes and coordinates outreach and efforts on behalf of the Executive Director, Development and Alumni Relations, provides support to the frontline team, and assists and oversees special projects as needed.
As primary administrative contact and liaison for the Development and Alumni Relations team, the Administrative Coordinator:
�Completes a broad variety of administrative tasks for the Development and Alumni Relations team, including: managing active calendars of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings. �Communicates directly, and on behalf of the Development and Alumni Relations team, with board members, donors, Development staff, and others on matters related to the department's efforts and initiatives in fundraising. �Researches, prioritizes, and follows up on incoming issues and concerns addresses to the Associate Dean and senior staff, including those of sensitive or confidential nature. Determines appropriate course of action, referral, or response. �Initiates, plans, and executes internal and external meetings and small events with faculty, staff, donors, board members for the members of the Development and Alumni Relations team. �Generates financial, prospect, or giving reports as needed. �Oversees planning and preparation of materials for pipeline meetings and other efforts to track and manage prospect activity. �Generates reports and provides regular updates on staff performance metrics and key office fundraising goals. �Maintains various tracking mechanisms to insure smooth communication and follow up with the Dean's office, including tracking items sent for signature, tracking requests for meetings, and tracking inquiries. �Provides a bridge for excellent communication between the Development and Alumni Relations office and internal departments; demonstrating leadership to maintain credibility, trust, and support with alumni, donors, staff, administrators, and faculty. �Works closely and effectively with the Associate Dean to keep her/him well-informed of upcoming commitments and responsibilities, following up appropriately. �Provides leadership to build relationships crucial to the success of Development and Alumni Relations, and manages a variety of special projects for the Associate Dean, some of which may have organizational impact. �Prioritizes conflicting needs; handles requests and projects expeditiously, proactively, and follows them through to successful completion, often with deadline pressures. �Submits invoices for the Associate Dean and other members of the Dev and AR team as needed. �Provides event planning, execution, and follow-up support as needed.
General Minimum Qualifications: Bachelor's degree or equivalent in training, and /or experience plus a minimum of three years related experience.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
Excellent written and verbal communications.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team player, with the ability to be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Forward-looking thinker who actively seeks opportunities and proposes solutions.
Additional Specific Minimum Qualifications: The incumbent is expected to apply creativity and initiative in recommending solutions to administrative challenges in an entrepreneurial environment that is mission-driven, results-driven, and team-oriented. The incumbent will have demonstrated capacity to exercise good judgement in a variety of situations, with strong written and verbal communications, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities while striving for precision and accuracy in all, endeavors, The Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities. The nature of the work in Development and Alumni Relations is highly confidential and complex, necessitating exposure to sensitive information and contacts. The incumbent will possess considerable discretion, judgement, tact, and diplomacy. Furthermore, the incumbent will demonstrate at all times a respect for privileged information, and a commitment to protecting the confidentiality of donor biographical, financial, and philanthropic information; private conversations between staff, board members, and donors; scientific research; all personnel details, including but not limited to performance reviews; departmental budgets; and sensitive information about the School and University.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_172223
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.