Administrative Assistant

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $58,000 - $65,000

Position Summary

Reporting to the Director of Academic 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.

About Columbia Business School

For over a century, Columbia Business School has helped develop leaders and builders of enterprises who drive value for their stakeholders and society at large through our MBA, MS, PhD, and Executive Education programs. We are equally committed to cultivating new scholars and teachers and to creating and disseminating pathbreaking knowledge, concepts, and tools that advance the understanding and practice of management through our faculty research and PhD programs.

Our vision is simple: to develop ideas and leaders that transform the world-from the very center of business. Our ever-evolving curriculum - featuring pioneering courses, STEM certification, and immersive experiential learning -prepares students to excel in key areas such as digital transformation, entrepreneurship and innovation, twenty-first-century finance, the intersection of business and society, and climate and sustainability. The CBS administration enables CBS' educational and scholarly mission through strategic and operational guidance and support, optimizing School resources through well-designed, transparent processes with a culture of respect for all.

Responsibilities

• Receives and prioritizes work given by the division's Director of Academic Administration and/or faculty with the highest level of customer service. Provides information and updates regarding the status of work and projects as needed and required.
• Utilizes MS Office to produce high-level technical documents and editing (tables, mail merges, equations, and related functions). Creates weekly presentations for class sessions.
• Works with faculty and/or the Director of Academic Administration to compile materials and prepare academic course books as needed. Assists with the Orientation and training of new faculty members regarding relevant policies and procedures.
• Responsible for communicating and coordinating to students and other relevant populations the faculty's location, teaching schedules, office hours, exam schedules, and grade-related information.
• Consults with the Director of Academic Administration and coordinates resources in response to all Faculty operational and/or computing difficulties. Works with the Director of Academic Administration to update and maintain department directories.
• Coordinates and schedules meetings, conferences, and seminars on behalf of and between faculty, both on and off-site. Arrange travel and hotel accommodations. Updates and maintains faculty websites as required.
• Completes and processes travel and expense reports on behalf of faculty and PhD students. Converts foreign expenses into U.S. monies. Follow up with the Financial Planning Office to ensure payments have been processed. Reviews discrepancies in billing.
• Performs both electronic and library research. Retrieves books, articles, and research materials from campus libraries as approved by the Director of Academic Administration and /or Faculty.
• Prepares requisitions and obtains all needed office supplies for faculty. Orders books from distributors. Requests copyright clearances for course readings. Ensures 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.
• Performs administrative duties for faculty search committees as assigned by the Director of Academic Administration.
• Performs related work as directed by the Director of Academic Administration and/or Faculty.

Minimum Qualifications

• A High School Diploma or its equivalent is required. A minimum of three years of related experience or the equivalent combination of education and experience is required.
• Must have demonstrated strong interpersonal, organizational, written, and oral communication skills. Must have demonstrated strong customer service focus with the ability to interact in a professional manner with all levels of faculty, students, and staff in a fast-paced environment.
• Demonstrated ability to work with changing priorities in a busy environment.
• Ability to work as part of a team and work independently as necessary.
• Strong computer proficiency with Windows, MS Word, Excel, and PowerPoint is required.
• Ability to use scanning software and knowledge of the Internet necessary.
• Strong typing skills are required.
• Overtime may be required during peak periods.
• Physical location requires additional focus since several departments are in the area.

Preferred Qualifications

• Some college preferred.
• Knowledge of database software is preferred.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.