In the office of a University Professor in the Humanities, the Administrative Coordinator will manage the daily operations of the office.
The incumbent, the single administrator in the unusually busy office of a University Professor in the Humanities, manages the daily operations of the office, including a daily volume of unsolicited international inquiries, often ranging to several hundred emails a day.
The incumbent must maintain correspondences with individuals in a wide variety of fields and on a diverse array of topics, ranging from international social activism to scholarly conferences and events in fields embracing all the social science and humanities disciplines from philosophy to law and architecture and religion.
Incumbent screens and replies with discretion to inquiries from academic institutions, museums and art galleries, governmental and non-governmental agencies, and requests from the press for interviews. He/she must also maintain correspondences with publishing houses, the press and journal editors.
The incumbent makes decisions on priorities in terms of importance for various kinds of engagements and maintains a calendar (covering a two-year span); keeps daily and long-term logs, with a diversified tickler file. He or she manages a heavy international travel schedule, including arranging foreign and domestic transportation, seeking reimbursement for expense from other institutions, maintaining information on visa requirements and so forth.
The incumbent further maintains correspondence with international advisory groups, keeps all details of book and article publication, series editorships, editorial deadlines, visiting professorships, a worldwide multilevel multidisciplinary schedule of recommendation letters and promotion reviews, and unsolicited keynote address trips.
The incumbent plans, formulates and monitors the office's annual budget, creates financial reports as needed, has responsibility for regular and occasional disbursements on a timely basis, and is responsible for project coordination, planning of academic conferences and important special events, and budgeting. She or he is responsible for accounts payable activities, uses Finsys and AP/CAR to ensure the timely flow of payments for coordinated events.
The incumbent assists the Professor with all on-campus, off-campus, local, national, and international activities as required. She or he is expected to be able to anticipate needs for correspondence and to be able to undertake basic communications independently, to work without direct supervision, but to be able to respond quickly to changing demands, new priorities and schedule changes.
Incumbent performs other duties as assigned.
Bachelor's degree or its equivalent required. Three to five years related experience required.
Interest in social activism and/or background in Comparative Literature preferred.
Prior experience with arranging and tracking international travel arrangement preferred. Some fund-raising helpful.
Additional Position-Specific Minimum
Previous administrative and/or office management work experience, preferably in an academic environment, and ability to understand office priorities and be proactive are required.
Excellent organizational and communication skills required.
Ability to exercise good judgment, work under pressure and deadlines, and carry out multiple tasks with minimal supervision required.
Highly proficient with PC, Microsoft Word, Excel and Internet navigation
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 503917
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