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 Associate Director at the Institute for Israel and Jewish Studies (IIJS), the Administrative Assistant supports the day-to-day operations of the Institute and ensures the efficient functioning of its administrative activities.

IIJS is Columbia University's center for the academic study and discussion of Jewish life, history, and culture, and it has long been a national and international leader in the field. The IIJS is committed to blending rigorous scholarship with cutting-edge teaching and intellectual opportunities.

Responsibilities

• Process invoices, honoraria, travel reimbursements, and travel advances in a timely manner using Columbia University's finance systems.
• Assist with coordinating and scheduling logistics for conferences, lectures, undergraduate programming, and special events, including room reservations, catering coordination, publicity support, audio / visual arrangements, and accommodations and travel arrangements.
• Maintain office supply inventory and oversee general office organization.
• Oversee front desk operations to promote a collaborative, professional, and welcoming environment.
• Assist guests with registration and online attendance for both virtual and in-person events.
• Provide routine information regarding University and Institute policies and procedures.
• Maintain electronic mailing lists, shared folders, and administrative files.
• Duplicate and prepare materials for the Institute as needed.
• Provide administrative and clerical support to the Institute for Israel and Jewish Studies.
• Engage with faculty, students, staff, and visitors, providing information and directing calls and inquiries appropriately.
• Collect, sort, and distribute mail.
• Assist with maintaining and updating content on the Institute's website and other web-based platforms.
• Support the maintenance of course listings and room assignments each semester.
• Perform other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent and 2 years of related experience.

Preferred Qualifications

• Some college preferred.
• Familiarity with MailChimp, EventBrite, SquareSpace, ZOOM, and Canva.

Other Requirements

• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical, and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Work well in an interactive team environment.
• Working knowledge of database programs.
• Working knowledge of Microsoft Office.
• Ability to interpret accounting and purchasing policies.
• Capacity to build morale and group commitment to objectives.

Equal Opportunity Employer / Disability / Veteran

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