Administrative Coordinator, Hybrid Schedule

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: Full-time
• Salary Range: $72,000-$77,000

Position Summary

Reporting to the Executive Assistant and Office Manager, with a dotted line to the Chief Operating Officer, the Administrative Coordinator will provide administrative support and will be responsible for handling office-related administrative matters while ensuring adherence to operational policies and procedures in the course of completing assigned projects. The Administrative Coordinator exercises judgment, decorum, discretion, and confidentiality in their communications with all levels of University administrators, trustees, and external constituents.

Responsibilities

• Responsible for the distribution of physical mail and the preparation of outgoing mail/packages, such as quarterly board meeting presentation materials.
• Create and maintain office documents and records (including travel and expense records) using Word and Excel.
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  Ensuring that visitors are appropriately received.

  
  
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  Scheduling internal/external meetings.

  
  
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  The incumbent will be responsible for travel arrangements.

  
  
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  Covering a multi-line telephone, as necessary.

  
  
• High volume identification of incoming electronic documents (including but not limited to capital calls, cash distributions, audited financial statements, Schedule K-1s, monthly and quarterly reports, and legal documents).
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  Revise business contact information in the internal database as necessary.

  
  
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  Overseeing the maintenance of the physical office, supplies, furniture, and related projects.

  
  
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  Planning and researching office-wide events.

  
  
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  Handle inter/intra-office communications and interactions professionally and diplomatically.

  
  
• Other related duties as assigned.

Minimum Qualifications

• A bachelor's degree and/or the equivalent plus a minimum of two to four (2 to 4) years of related experience is required.

Other Requirements

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  Excellent customer service, interpersonal, communication, and organizational skills required.

  
  
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  Must be able to maintain confidentiality.

  
  
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  Highly proficient computer skills required, including demonstrated ability to create complex spreadsheets, flexibly apply and adapt to technology and navigate databases required.

  
  
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  The high degree of accuracy and ability to handle multiple projects with competing priorities is essential.

  
  
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  Must be able to work independently and take a proactive approach.

  
  
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  In addition, the successful candidate must be able to work well with all levels of employees, be flexible in nature, have sound judgment with an open and collaborative style, encourage teamwork and value cooperation across the broader organization.

  
  
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  Must have a passion for excellent customer service and commitment to exceptional quality.

  
  

Equal Opportunity Employer / Disability / Veteran

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