Administrative Assistant

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Director of Academic Administration, the Administrative Assistant works as a team member dedicated to supporting the academic and administrative work of Columbia Business School faculty. The physical location of this position performs on a rotational basis as needed and assigned. The Administrative Assistant represents the department to the public and is the first point of contact for inquiries from students, faculty and staff.

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

Academic & Course Support

• Works with faculty and / or the Director to compile materials and prepare academic course books as needed.
• Creates weekly presentations for class sessions.
• Requests copyright clearances for course readings. Ensures materials have been received.
• Orders books from distributors.

Faculty Support & Communication

• Receives and prioritizes work given by the division's Director and / or faculty with the highest level of customer service. Provides information and updates regarding status of work and projects as needed and required.
• Responsible for communicating and coordinating to students and other relevant population the faculty's location, teaching schedules, office hours, exams schedules and grade related information.
• Assists with the Orientation and training of new faculty members regarding relevant policies and procedures.
• Performs administrative duties for faculty search committees as assigned by the Associate Director.
• Performs related work as directed by the Director and / or Faculty.

Technology & Document Production

• Updates and maintains faculty web sites as required.
• Utilizes MS Office to produce high level technical documents and editing (tables, mail merges, equations, and related functions).
• Consults with the Director and coordinates resources in response to all Faculty operational and / or computing difficulties. Works with Director to update and maintain department directories.

Research & Resource Management

• Performs both electronic and library research. Retrieves books, articles and research materials from campus libraries as approved by the Director and / or Faculty.
• Prepares requisitions and obtains all needed office supplies for faculty.
• Performs duplication of materials. Responsible for ensuring that the materials are delivered and / or received in an efficient and timely manner.

Travel & Financial Processing

• Completes and processes travel and expense reports on behalf of faculty. Converts foreign expenses into U.S. monies.
• Follows up with the Financial Planning Office to ensure payments have been processed.
• Reviews discrepancies in billing.
• Arranges travel and hotel accommodations.

Scheduling & Event Coordination

• Coordinates and schedules meetings, conferences and seminars on behalf of and between faculty, both on and off site.

Minimum Qualifications

• High School Diploma or its equivalent required. Minimum of three years related experience, or the equivalent combination of education and experience required.
• Must have demonstrated strong interpersonal, organizational, written and oral communication skills. Must have demonstrated strong customer service focus with the ability to interact in a professional manner with all levels of faculty, students and staff in a fast paced environment. Must have a demonstrated ability to work with changing priorities in a busy environment. Ability to work as part of a team and work independently as necessary. Strong computer proficiency with Windows, MS Word, Excel, and PowerPoint is required. Ability to use scanning software and knowledge of the Internet necessary. Strong typing skills required. Overtime may be required during peak periods. Physical location requires additional focus since several departments are in area.

Preferred Qualifications

• Some college preferred. Knowledge of database software preferred.

Equal Opportunity Employer / Disability / Veteran

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