Administrative Manager

Position Summary

Reporting to the Vice President for Government and Community Affairs, the Administrative Manager provides proactive, strategic, and detail-driven administrative and operational support for the Office of Government and Community Affairs (GCA). The incumbent executes a wide range of administrative, project, and program support essential to the functioning of the office, while assisting with the planning and execution of internal and external events, and collaborating closely with the Office of Public Affairs administrative team.

Responsibilities

Executive Support & Calendar Management

• Manage complex calendars for the Vice President and other GCA team members, resolving conflicts and prioritizing commitments in alignment with strategic priorities.
• Coordinate complex travel arrangements and accommodations, working with the operations team to ensure expenses are submitted accurately and in a timely manner.
• Handle sensitive government and community affairs matters with the highest level of confidentiality and discretion.
• As needed, provide additional executive-level and department-wide support for the EVP/SVP Office of Public Affairs, coordinating closely with the Office of Public Affairs Director of Administration.

Meeting and Event Coordination

• Organize and schedule recurring leadership, committee, and team meetings, including developing agendas, preparing background materials, and tracking action items.
• Lead the planning and execution of internal and external events, workshops, orientations, and interviews from inception through post-event follow-through.
• Manage detailed event logistics, including room bookings, catering arrangements, technology coordination, and vendor management within budgetary constraints.
• Generate guest QR codes for campus access for visiting individuals and groups, and serve as a primary liaison for visitors.

Communication and Correspondence

• Act as a primary point of contact for high-level constituents, ensuring diplomacy, professionalism, and a customer-service orientation in all interactions.
• Manage and triage incoming communications, including inquiries from the Office of the President and the general GCA email and phone lines.
• Draft and deliver correspondence on behalf of the VP and GCA team for various internal and external stakeholders.
• Maintain and manage digital stakeholder databases and contact lists.
• Track and maintain accurate engagement history, communication records, and contact information for key government and community stakeholders.
• Collect and distribute office mail.

Operational Support and Logistics

• Coordinate and refine administrative procedures and workflows to ensure seamless day-to-day office operations.
• Oversee office physical and technical infrastructure, managing facilities requests and coordinating IT and office equipment issues, working closely with the operations team.
• Manage inventory of office and kitchen supplies with attention to budget constraints.
• Maintain organized filing systems, shared drives, and knowledge libraries to ensure accurate record-keeping.

Program and Project Coordination

• Support the implementation and execution of GCA projects and programs.
• Conduct research assignments and assist with the development of executive briefings, presentations, and substantive documentation for senior-level meetings.
• Assist in developing project timelines, tracking progress, and managing deliverables to ensure initiatives align with the department’s mission.

Minimum Qualifications

• Bachelor’s degree and/or equivalent.
• Minimum of 3 years of full-time professional experience in a related field.
• Excellent written and verbal communication skills with the ability to collaborate effectively across departments.
• Advanced proficiency with digital tools, including the Google Workspace, Microsoft Office Suite, and Zoom conferencing.
• Proven ability to perform intricate tasks with precision, handle multiple demands simultaneously, and remain calm under pressure.
• Demonstrated record of reliability, tact, diplomacy, and the ability to maintain high confidentiality.

Preferred Qualifications

• Prior experience supporting an executive-level office or position in a higher education or complex organizational setting.
• Experience working with local government and/or community stakeholders.
• Knowledge of specific Columbia University systems, such as ServiceNow, Concur, Slack, Bedework, and RingCentral.