Administrative Coordinator

Reporting to the Assistant Director, the incumbent provides administrative assistance and travel arrangements for the Director, managing the Director’s schedule and appointments, correspondence, filing and incoming phone communications and submitting travel expense reimbursements in the ARC system. He/she will perform similar duties for the Associate Director as required.

The Administrative Coordinator is responsible for overseeing and maintaining order in the reception area, storage area and at work study stations and opening the building during regularly scheduled hours, (turning on the lights, intercom and HVAC or heating units when applicable as well as closing the building when applicable). Front office duties include reception, greeting, screening and directing visitors, telephone and intercom reception, signing for deliveries, handling incoming and outgoing mail, fed-ex, faxes, ordering supplies, office filing. He/she directs and responds to inquiries through the general Academy email account and communicates with staff with regard to office concerns and orders office supplies.

The incumbent fulfills administrative duties in support of the Fellowship program and for general Academy staff and office needs, which include compiling information packets for fellows, arranging library privileges and ID cards, managing email and checking accounts, utilizing and tracking business cards, and executing other internal procedures related to the arrival of new Fellows and staff. The Administrative Coordinator communicates with incoming Fellows and completes applications for their J1 visas, acts as liaison with the Departments of Housing and Human Resources at Columbia in preparation for Fellows’ arrivals; oversees office preparations, assists Fellows in orientation upon arrival, and oversees distribution of keys to new building residents. The incumbent assists the Associate Director in managing the list of the Advisory/Selection committee, updating and organizing it.

The Administrative Coordinator oversees the Academy’s mailing list, updating and maintaining entries on a weekly basis, helping to prepare and execute publicity such as web, emails and social media (on occasion in Italian) for events. The incumbent coordinates all logistics for selected events, including, but not limited to communications with organizers and participants, liaising with operations team and/or external hosts, set up and breakdown of event, coordination of travel, room set up, technical needs, and post-event analysis. The Coordinator assembles planning materials for events, oversees and prints out registration lists, maintains the Academy sign-in registry, oversees the setup of food and beverages at receptions, coordinates with temporary staff (bartenders and proctors) and oversees the work of student staff at the reception desk. He/she will be required to represent the Academy at evening events.

Under the supervision of the Assistant Director, the incumbent reviews applications for Federal Work Study positions, screens applicants and conveys important information about the position and coordinates the work of casual and student employees in the reception area. He/she arranges work study staffing for events.

The incumbent assists when needed with adding new fellows to the DIA list. The incumbent will submit voucher payments and purchase orders into the ARC system as needed.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

High school diploma or equivalent and a minimum of 3 years’ related experience required.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Overtime required during peak seasons particularly for evening events and occasional weekend conferences. Must be a self-starter with the desire to work in an organization that is growing and experimenting with new practices; must be an adaptable team player who will initiate tasks for which s/he is responsible on a daily, weekly or seasonal schedule and pitch in when help is needed; must have strong enjoyment of team participation. Superior communication and interpersonal skills as well as patience, equanimity, discretion and tact required. Strong computer skills necessary, including Word and Excel.

Special Instructions

Preferred Qualifications

PREFERRED QUALIFICATIONS

Some college is strongly preferred. Fluency in speaking and writing Italian is strongly preferred. Genuine interest in the mission and goals of the institution strongly desirable.

Essential Functions

1. Provide administrative support and travel arrangements for the Director and Associate Director. Manage Director’s schedule, appointments, correspondence, filing and incoming phone calls. Submit travel reimbursements for payment. 20%

2. Oversee front office and fulfill administrative support duties. Maintain order in reception and storage areas and work study stations; open building during regularly scheduled hours; Administrative duties include reception, greeting, screening visitors, telephone and intercom reception, overseeing fax machine, incoming and outgoing mail; taking minutes at staff meetings. 20%

3. Provide administrative support for the Fellowship program including submission of information for J1 visas, communications related to housing, information packets, ID cards and orienting new arrivals to the Academy building. 20%

4. Organize events and oversee work of vendors and student staff at events. Includes communications with event organizers and participants, coordination of travel, set up and breakdown of event, and post-event analysis. Incumbent assembles planning materials, oversees registration lists; maintains sign-in registry, oversees set up of food at events. Provide support for events through updating mailing list, assisting with production of and sending out of promotional emails, posting of social media ads; assist with data entry on Academy website. Greet and direct guests at events; oversee students in reception duties at events in reception duties. 20%

5. Under the supervision of the Assistant Director, screen and supervise student workers, orient work study students to reception duties and office practices; coordinate student work schedules and assignments. 20%

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:
HIPAA Compliance training required

No

Participation in Medical Surveillance required

No

What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date

05-21-2018

Requisition Close Date

Open Until Filled

Quick Link

jobs.columbia.edu/applicants/Central?quickFind=169431