Administrative Manager

Position Summary

Reporting to the Executive Director of Operations, the Administrative Manager provides critical administrative, financial, and operational support to the Career Management Center. This role ensures smooth execution of departmental priorities by organizing leadership meetings, coordinating logistics, and managing essential workflows that enable the Career Management Center to operate efficiently.

The Administrative Manager also assists with budget monitoring, payroll processing, compliance with University and School policies, and the coordination of operations, events, and special projects.

About Columbia Business School :

For over a century, Columbia Business School (CBS) has helped develop leaders and builders of enterprises who drive value for their stakeholders and society at large through our MBA, MS, PhD, and Executive Education programs. We are equally committed to cultivating new scholars and teachers and to creating and disseminating pathbreaking knowledge, concepts, and tools that advance the understanding and practice of management through our faculty research and PhD programs. Our vision is simple : to develop ideas and leaders that transform the world, from the very center of business.

Our ever-evolving curriculum, featuring pioneering courses, STEM certification, and immersive experiential learning, prepares students to excel in key areas such as digital transformation, entrepreneurship, innovation, twenty-first-century finance, the intersection of business and society, and climate and sustainability. The CBS administration enables CBS’s educational and scholarly mission through strategic and operational guidance and support, optimizing School resources through well-designed, transparent processes with a culture of respect for all.

Responsibilities

Financial Coordination

Process timesheets for casual employees (approximately 50 coaches and 80 student fellows), respond to routine questions, and partner with Human Resources to resolve more complex payroll inquiries.

Prepare monthly and quarterly financial reports for the Coaching and Fellows programs, offering data-driven insights to aid in decision-making and budget adjustments.

Monitor compliance with billing, contractual, financial, HR, and procurement policies, ensuring departmental operations align with Columbia University and CBS standards and serving as the first point of review prior to escalation.

Assist the Executive Director of Operations in preparing, monitoring, and reconciling departmental budgets, including forecasting and expense reporting.

Operational Support and Logistics

Organize recurring leadership and team meetings (e.g., Team Leaders meeting), including scheduling, developing agendas, preparing materials, and tracking action items.

Coordinate event and program logistics such as booking rooms, arranging catering, reserving technology, and distributing materials to ensure seamless execution.

Manage departmental calendars, timelines, and shared resources to ensure visibility and accountability across teams.

Maintain filing systems, shared drives, and knowledge libraries to ensure accurate records and streamlined access to information.

Oversee office operations, including facilities requests, technology support coordination, and supply management to ensure a productive working environment.

Executive Support

Manage the Associate Dean’s calendar, resolving conflicts and prioritizing commitments in alignment with strategic priorities.

Prepare and compile agendas, briefing materials, and background documents for high-level meetings.

Coordinate communications on behalf of the Associate Dean, ensuring timely follow-up with internal and external stakeholders.

Program and Project Coordination

Support program planning and execution by assisting in the development of project timelines, tracking progress, and managing deliverables.

Coordinate with cross-functional teams to ensure the timely completion of initiatives aligned with the department’s goals and mission.

Compile reports, presentations, and briefing documents for internal and external stakeholders.

Contribute to continuous process improvement efforts by suggesting and implementing efficient workflows and systems

Minimum Qualifications

Bachelor’s degree and 2-4 years of related professional experience in administrative, operational, or financial coordination. Experience in higher education or a similarly complex organization is preferred but not required.

Highly organized individual who can manage projects.

Proficiency in budget management and financial reporting.

Excellent organizational and multitasking abilities, with attention to detail and accuracy.

Proficiency in Microsoft Office Suite (especially Excel).

Effective communication skills, both written and verbal, with the ability to collaborate across departments.

Strong customer service skills.

Preferred Qualifications

Experience with university financial systems and knowledge of higher education budgetary practices.

Demonstrated ability to handle sensitive and confidential information with professionalism.

Familiarity with financial software (e.g., SAP, PeopleSoft).