Administrative Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Salary Range: $73,000 - $83,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Dean's Office of the Columbia Mailman School of Public Health is seeking a dynamic and proactive Administrative Coordinator to support the Dean and the Dean's Office. This role will be instrumental in ensuring the efficient operations of the Dean's daily responsibilities, office activities, supporting events, communications, and providing essential administrative support to the Dean and her team.

Responsibilities

Executive Support (50%)

• Provide comprehensive, executive-level administrative support to the Dean, including (but not limited to) correspondence and email triage, calendar management, scheduling meetings, coordinating travel arrangements, document management, expense reimbursement.
• Prepare and organize materials for meetings, presentations, conferences, grants and manuscripts.
• Prepare and organize materials for travel and travel reimbursement, including Concur entry and reconciliation.
• Assists with faculty promotions, the tenure process, and nominations for faculty awards.
• Acts as a liaison between the Dean and internal and external stakeholders, including faculty, staff, students and external partners.
• Transcribes handwritten notes and materials for the Dean.
• Assists in events sponsored by the Dean and the Dean's Office.

Administrative Coordination (25%)

• Serve as the primary point of contact for departmental inquiries, directing them to the appropriate personnel.
• Assist in the coordination of departmental initiatives, projects, and events, including seminars, workshops and conferences.
• Maintain departmental records, databases, and files, ensuring documentation, accessibility, accuracy and confidentiality.
• Manage room and parking reservations.

Academic Support (15%)

• Assist in the preparation and maintenance of CVs, bibliographies, reference lists, course materials, and syllabi.
• Provide administrative support for development and research activities.

Communications (5%)

• Support the development and dissemination of School communications, including newsletters, announcements, and social media content.
• Assist in maintaining the departmental website and other communications platforms, ensuring accuracy and timeliness of the information.
• Maintains the contact databases and other CRM systems.

Other Duties as Needed (5%)

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience, plusthree years of experience required with a focus on business administration, health care, health policy, public health or a related field.
• Previous experience providing executive-level support in a fast-paced academic or professional environment.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines.
• Strong communication and interpersonal skills, with the ability to interact professionally with diverse stakeholders.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.

Preferred Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe, Shared Drives.
• Proficiency in managing onsite, remote and hybrid environments.
• Strong writing and editing skills.
• Familiarity with database management systems.
• Experience in event coordination and communications are highly desirable.

Equal Opportunity Employer / Disability / Veteran

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

Commitment to Diversity

Columbia University is dedicated to increasing diversity in its workforce, its student body, and its educational programs. Achieving continued academic excellence and creating a vibrant university community require nothing less. In fulfilling its mission to advance diversity at the University, Columbia seeks to hire, retain, and promote exceptionally talented individuals from diverse backgrounds.