• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $63,700 - $67,200

Position Summary

Reporting to the Senior Associate Director, Administrative Management, the Administrative Coordinator is responsible for assisting with the daily operations and administrative aspects of the Office of the President. The Administrative Coordinator will provide exceptional customer service on behalf of the Office and Columbia University and assist in maintaining an office environment that is sensitive and responsive to the needs of the University's internal and external communities.

Responsibilities

• Opens and closes the office and venue portion of the President's House and the President's Office suite in Low Library, including greeting guests, answering multiple phone lines, and relaying messages using sound judgment. Ensures the highest level of diplomacy and discretion when interacting with visitors and callers. Discerns the nature and purpose of visits and calls with professionalism and exceptional customer service. Acts as a liaison to a broad range of constituents, including Trustees and senior administrators of the University.
• Responsible for creating a welcoming environment for meeting attendees and visitors, with an emphasis on high standards for customer service, attention to detail, protocol, and etiquette. Review the daily event manifest to manage changes. Communicate meeting schedules and attendee updates to the House team and relevant parties in a timely manner. Exercises a high degree of confidentiality and discretion.
• Executes all meeting logistics for the President's meetings, both in Low Library and at the President's House, including technology setup, seating arrangements, dry food preparation, and beverage service. Responsible for cleanup and post-event follow-through.
• Works closely with colleagues to provide executive-level support to the Office, including but not limited to meeting and contacts database management, venue reservations, other logistical support, and assisting with intricate and evolving calendar management for multiple leaders, including the President of the University.
• Assists with the development of briefings, mailings, database entry, and other projects as needed. As directed, participates in the planning, implementation, and coordination of various ad hoc projects to support the needs of the President and the Office.
• Additional duties as assigned.

Minimum Qualifications

• Bachelor's degree or its equivalent required.
• A minimum of two years of executive-level support experience and knowledge of modern office practices are required.
• Tact and good judgment in confidential situations and proven experience interacting with senior management is required as well as excellent customer service and superior verbal and written communication skills.
• The ability to complete multiple tasks with competing priorities as well as to perform daily tasks with confidentiality and discretion is required. Must be detail-oriented flexible and work as a team player in a fast-paced environment.
• Must be punctual and available to work additional hours as needed.
• Highly proficient Microsoft Office skills, including the ability to utilize advanced features in Outlook, create complex spreadsheets, manage databases, and generate reports, are a necessity.

Preferred Qualifications

• Prior experience supporting an executive-level office or position is strongly preferred.