Administrative Assistant

Reporting to the Associate Director, the incumbent will provide comprehensive administrative support for the Center for the Core Curriculum. The position requires the ability to manage a wide variety of tasks and works closely with the other Core, Academic Planning and Administration staff members, faculty and administrators.

Responsibilities:
A. Manages day-to-day operations for a complex and demanding office. Provides administrative support for up to 150 faculty members teaching in the Core. Daily interaction with students, faculty, and administrators while performing multiple duties and meeting deadlines. The incumbent also sends out routine weekly Core communications to faculty and guest speakers. Prepare and assemble faculty course material; manage Core classrooms, liaise with Columbia Housing to ensure access for instructors teaching in undergraduate residences; liaise with the Registrar Office to troubleshoot classroom issues. The incumbent also oversees desk copy distribution for instructors.

B. Coordinates and sets up for weekly meetings, and arranges all aspects of regularly scheduled faculty luncheons and special occasions. Handle all logistics for weekly internal/external faculty speakers: manages correspondence with faculty outside of Columbia and makes travel and logistical arrangements and provides technical support.

Coordinate final exam for Literature Humanities, Contemporary Civilization and Frontiers of Science: assist exam committee with proofreading and editing; scheduling and room assignments, exam printing and distribution and liaise with Office of Disability Services and Athletics.

Assist with the Core Scholars competition, Student Essay prizes and Days on Campus.

C. Manage the front office student registration traffic at the beginning of each semester; provides students and instructors with information on registration policies and procedures and ensures that student petitions are properly completed and processed. Use University’s registration systems (SIS, SSOL); update all petition forms: review and edit, verifying course information.

D. Manages process for preceptorships and post-doctoral lecturerships for Literature Humanities and Contemporary Civilization: processing applications, coordinating calendars with relevant committees, scheduling interviews, class visits, generating and mailing related correspondence to applicants. The incumbent also creates and maintains all applicant files and related databases for recruitment. Draft appointment letters for Core Chairs. Coordinate with instructors to determine teaching schedule preferences, and confirm faculty departmental contributions.

E. Assist with processing reimbursements, process speaker honoraria and travel reimbursements, resolve issues with vendors/accounts payable, place orders for office supplies.

F. Maintains and updates faculty databases, email, and contact lists for all Core courses and departmental communications, including all listservs and email list subsets. Prepares and distributes large mailings for Core faculty.

G. Working closely with Core chairs, responsible for Core websites: Maintain content and course materials to provide accurate information for course instructors (upload required documents, remove materials no longer relevant for courses) and perform monthly maintenance quality assurance checks on content links; maintain Courseworks and Core Scholars sites. Oversees office maintenance, monitoring inventory, repair of office equipment, preparing facilities service requests and following up as needed.

H. Other related duties as assigned.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

High School diploma or its equivalent required. A minimum of three years of relevant experience (or equivalent combination of education and experience).

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Excellent communication (verbal and written), organization, interpersonal and administrative skills required. Discretion and attention to detail essential. Multi-tasking, flexibility and a demonstrated ability to work well with a broad constituency required. Proficiency with word processing including mail merge and e-mail merges and presentation software preferred.

**A cover letter and rsum are required. Applications without both of these attachments will not be reviewed.**

Special Instructions

Preferred Qualifications

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:
HIPAA Compliance training required

No Response

Participation in Medical Surveillance required

No Response

What type of posting? Is this a waiver request?

Standard Posting