Admin Manager & Executive Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: 63,700 - 72,100

Position Summary

Reporting to the Director of Administration, this position provides executive level support to the Dean of Undergraduate Admissions and Financial Aid. The incumbent anticipates the needs of the Dean and proactively works to meet them. They manage the Dean's busy and complex schedule of internal and external meetings and provides administrative support for the Dean's outreach and travel. In addition to supporting the Dean, the Executive Assistant and Administrative Officer provides department-wide administrative support with such tasks as assisting in the organization of on-campus and off-campus Admissions events (including arranging room reservations and catering and other administrative tasks), managing office calendars and staffing coverage, preparing materials for office-wide meetings, events, and trainings, and assists with the onboarding of new staff members.

Responsibilities

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  Manages the Dean's complex and confidential schedule of internal and external meetings. Organizes and plans office meetings and prepares appropriate materials. Provides administrative support for the Dean's outreach and travel, such as generating letters, organizing travel, and scheduling high school visits.

  
  
  
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  Acts as liaison between the Dean and a variety of University and outside contacts. Writes, edits, and types various documents from own or Dean's draft texts. Responsible for researching and writing complex reports. Assists the Dean with a variety of projects as circumstances require. Proactively seeks solutions to issues and identifies areas requiring improvement or efficiency. Responsible for other administrative support items include handling confidential phone calls and messages.

  
  
  
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  Processes Dean's travel expenses utilizing the University's budgetary systems. Follows up with Director of Administration on the status of pending business and travel expense transactions.

  
  
  
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  Assists with the upload of Dean's letters and pulling of reports and other data requests in Slate on behalf of the Dean.

  
  
  
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  Provides administrative support for the Executive Director of Admissions and members of the Admissions Leadership Team based on project and office needs. This includes supporting aspects of the First Year and Non First Year admissions processes such as the Deans Committee process, midyear and final transcript review, on-campus events and admitted student programming.

  
  
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  Manages the office calendars and office coverage, including scheduling the Officers of the Day and leadership team coverage. Coordinates office staffing for various events requiring office staff coverage.

  
  
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  Schedules, plans and prepares materials for office-wide meetings, events and trainings, including the coordination of space and food logistics. This includes regular staff meetings, annual staff trainings and retreats, staff lunches, staff celebrations

  
  
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  Assists with the onboarding process for new staff members.

  
  
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  Performs other related duties as assigned.

  
  

Minimum Qualifications

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  Bachelor's degree and/or its equivalent required.

  
  
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  Minimum of three years of related administrative experience in a university or other complex organization required.

  
  
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  Excellent verbal, written, interpersonal, customer service, program planning and organizational skills required.

  
  
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  Strong computer skills required with Windows experience, including Excel and Word, as well as familiarity with Google Workplace programs.

  
  
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  Must be self-motivated, detail-oriented, and possess patience, tact, and an ability to function effectively with a broad constituency.

  
  
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  Ability to handle confidential and sensitive information with the utmost discretion and in accordance with organization policies is a must.

  
  
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  Strong analytical ability and the ability to prioritize and manage multiple tasks is key.

  
  

**Applications submitted without a resume or cover letter will not be reviewed.**

Preferred Qualifications

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  Familiarity with Undergraduate Admissions Office procedures preferred.

  
  
• Prior experience working with Slate and Concur.

Equal Opportunity Employer / Disability / Veteran

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