Reporting to the Co-Founding Dean and Senior Associate Dean for Academic Affairs, the Senior Administrative Assistant oversees the day-to-day administrative and executive support including, complex calendar management, travel arrangements, meeting and special event management; and, in the implementation of processes that aid in the efficient functionality of administrative support within the office.
Administrative Support: Responsible for managing the Co-Dean and Sr. Associate Dean's complex meeting schedules and prepares meeting materials and follow-up documents. Ensures the Co-Dean and Sr. Associate Dean are well informed of upcoming commitments and responsibilities and is appropriately briefed. Coordinates and assists in gathering resource information for meetings and presentations and prepares reports and presentation materials. Manages all incoming requests to the Co-Dean and Sr. Associate Dean offices and exercises independent judgement to determine most appropriate action for routing, responding to and/or addressing inquiries. Plans and develops workflow procedures, ensuring correct and timely completion of all administrative work. Assists in scheduling and coordinating the agenda of senior management team meetings and other internal staff meetings. Welcomes guests, in person and on the phone, and serves as the principal public relations ambassador for the Co-Dean and Sr. Associate Dean, answering or directing inquiries as needed. Interacts, on behalf of Co-Dean and Sr. Associate Dean, with senior University administrators, department chairs, program directors, deans and the general University community. Manages the Co-Dean and Sr. Associate Dean Office budget; processes financial reimbursements and reconciles transactions for the Co-Dean and Sr. Associate Dean.
Communications and Outreach: Edits or completes first drafts for written communications (emails, memos, letters) to internal and external stakeholders, on behalf of the Co-Dean and Sr. Associate Dean, as needed. Collaborates with executive support colleagues within the Climate School and across the university in coordinating the Co-Dean and Sr. Associate Dean outreach activities. Follows up, as appropriate, on contacts made by the Co-Dean and Sr. Associate Dean and supports the cultivation of ongoing relationships.
Other Duties: Assists in planning, implementation, and coordination of special events and special projects at the request of the Co-Dean or Sr. Associate Dean. Participates actively in organizational initiatives and projects. Manages all other duties as assigned by the Co-Dean or Sr. Associate Dean.
Bachelor???s degree or equivalent combination of education and experience required
Minimum of three years related administrative experience supporting executives required.
Must be proficient in Microsoft Office (MS Word and PowerPoint).
Excellent oral, written, organizational and interpersonal skills required, with the ability to handle confidential information with exceptional judgment and discretion necessary.
Accuracy, thoroughness and attention to detail essential.
Must be able to identify priorities within multiple assignments in a high pressured, short-deadline environment, and able to work with diplomacy and efficiency in such an environment.
Must be a team player and able to effectively interact with all levels of faculty, staff and stakeholders.
Experience in higher education administration highly desirable.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 515641
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.