Administrative Assistant

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $60,874 - $60,874 Annually

Position Summary

The Columbia College Development and Alumni Relations (CCDAR) team serves the more than 55,000 living alumni of Columbia College along with current and past College parents and friends. We are an innovative team of development and alumni relations professionals committed to fostering strong, lasting relationships between Columbia alumni, parents, students and friends through engagement, participation and philanthropic investment. We connect stakeholders to opportunities that support College goals and advance engagement and fundraising priorities.

Primarily supporting the Columbia College Donor Relations and Alumni Events and Programs teams, the incumbent provides administrative support for a wide range of events and projects integral to the overall work of the CCDAR unit.

Responsibilities

• Serves as a liaison between alumni and donors and staff, helping with receiving, organizing and responding to correspondence and telephone calls. Handles inquiries and directs to other departments or staff, as appropriate
• Prepares or assists with email communications and physical mailings, including pulling lists and reviewing them for accuracy, drafting and editing copy, and coordinating supplies and organizing packing of physical mailings
• Assists with data-related needs, including using the University's alumni database to pull and manipulate reports, update information, and upload data
• Supports the teams by scheduling appointments, events and meetings; building, updating and troubleshooting registration pages; tracking RSVPs; preparing materials and nametags; coordinating with vendors; arranging the use of facilities; monitoring and ordering supplies; and assisting with post-event communication and data management
• Provides on-site support for events, including setup and breakdown, registration management, guest check-in, and real-time logistical troubleshooting
• Provides support in maintaining detailed event timelines, run-of-show documents, and planning trackers to support seamless execution
• Works with outside vendors, including sourcing and pricing items, managing deliveries, and processing invoices
• Makes travel arrangements and submits travel reimbursement documents and expense reports
• Performs other related duties as assigned or requested across the Columbia College Development and Alumni Relations (CCDAR) team

Minimum Qualifications

• High school diploma or its equivalent required
• A minimum of three years of related experience, or the equivalent combination of education and experience
• Experience with Microsoft Suite, including mail merges and spreadsheets, Google Drive and complex databases
• Outstanding interpersonal skills, with an ability to interact well with faculty, staff, alumni and other constituents
• Strong communication skills, both written and verbal
• Extremely organized, self-motivated, detail-oriented and able to work independently, as well as in a group setting
• Able to plan, prioritize and balance the workload of several projects in a fast-paced environment

Preferred Qualifications

• Some college preferred
• Experience at a university or other complex not-for-profit environment

Equal Opportunity Employer / Disability / Veteran

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