Reporting to the Associate Director of Administration, the Administrative Assistant works as a team member dedicated to supporting the academic and administrative work of Columbia Business School faculty. The physical location of this position performs on a rotational basis as needed and assigned. The Administrative Assistant represents the department to the public and is the first point of contact for inquiries from students, faculty and staff.
Contacts Associate Director for work and location assignment on a daily basis. Receives and prioritizes work given. Provides information and status updates of work and projects as needed and required. Responsible for organizing and maintaining faculty work.
Utilizes MS Office to produce high-level technical documents (tables, mail merges, and related functions). Produces and distributes faculty correspondence via Outlook.
Works with faculty and/or the Associate Director to compile online and printed materials and prepare academic course books as needed. Prepares course web pages (via Canvas) and works with faculty to update the page, edit presentations and/ or prepare materials for courses.
Liaison to library for both electronic and printed copies of reading materials for research and coursework. Retrieves books, articles and research materials from campus libraries as approved by the Associate Director and /or Faculty and works with library to obtain copyright permissions.
Prepares requisitions and obtains all needed office supplies for faculty. This includes, ordering books from distributors and ensuring that materials have been received.
Performs duplication of materials. Responsible for ensuring that the materials are delivered and/or received in an efficient and timely manner.
Consults with Associate Director and coordinates resources in response to all Faculty operational and/or computing difficulties. Keeps Associate Director informed of assignments and work activities and updates faculty as appropriate.
Coordinates and schedules meetings, conferences and seminars on behalf of faculty, both on and off site including reservation of rooms.
Completes and processes travel and expense reports on behalf of faculty. Converts foreign expenses into U.S. monies. Follows up with the Financial Planning Office to ensure payments have been processed and notifies faculty of status. Arranges travel and hotel accommodations for faculty as requested.
Performs administrative duties for faculty search committees as assigned by the Associate Director. Performs related work as directed by the Associate Director and/or Faculty.
High School Diploma or its equivalent required. Minimum of two years related experience, or the equivalent combination of education and experience required. Some college preferred.
Demonstrated positive interpersonal skills and the ability to work with senior ranking faculty, administrative staff and students required. Must have excellent communications skills for writing emails and for responding in a timely manner to written inquiries; must have a positive and enthusiastic attitude as well as the ability to work as part of a team in a fast paced environment is required. Must have demonstrated strong organizational skills. Must have strong customer service focus. Attention to detail is crucial. Strong computer proficiency of Internet browsers including Google Chrome and Internet Explorer; Microsoft Office: MS Word, MS Excel, and MS Powerpoint, Outlook; and Adobe Acrobat required. Strong typing skills required. Ability to use scanning software necessary. Must have a demonstrated ability to work with large and diverse groups in a professional manner. Must have a demonstrated ability to work with changing priorities in a busy environment. Overtime may be required during peak periods.
Knowledge of database software preferred. Knowledge of Canvas software and Dropbox preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 500627
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.