Reporting to the Chief of Staff, the Dean's Office Coordinator provides proactive, responsive, and effective executive-level support to the members of the School of Professional Studies' Dean's Office. Working independently, the Coordinator serves as a central resource to staff and coordinates complex tasks and projects for the Dean's Office and maintains discretion and professionalism while dealing with highly confidential information.
Responsible for creating an office environment that is sensitive and responsive to the needs of the University's varied constituencies and students.
Serve as a point of contact and resource referral for Dean's Office inquiries with appropriate judgment and professionalism. Provide a warm welcome to visitors in the Dean's suite, many of whom are high profile, and direct incoming guests to the appropriate location. Create and facilitate an office environment that is sensitive and responsive to the needs of the College's varied constituencies: students, families, faculty, alumni and University partners.
Serve as operational coordinator for the Office of the Dean, providing overall support, as well as annual and ad hoc projects and events. Manage all incoming calls with proper judgment and professionalism, manage all conference rooms and drive technology setup/coordinator for meetings and events. Order catering and work with outside vendors for meetings and events.
Provide high-level logistical support by providing support to the Dean, the Chief of Staff and Senior Leadership by ensuring the smooth function of workflow and coordinator of calendar conflicts, meetings, and logistics.
Coordinate communication and assist with meeting and event planning, implementation, and tracking (e.g. annual events; governance and advisory board meetings, etc.) Provide technical expertise in creating mail merges for large groups of recipients.
Assist with capital and strategic project planning and implementation. Conduct research and coordination in support of the strategic project.
Responsible for all incoming mail and packages. Must proactively manage, order, and stock general supplies and kitchenette. Assist with travel planning and reimbursements as needed.
Serve as backup to units and fill in where needed. This may include being deployed into other SPS units to assist with critical projects.
PERFORMS OTHER DUTIES AS ASSIGNED OR REQUESTED
Bachelor's degree or the equivalent required.
Zero to two years of related experience required.
Familiarity with related Columbia systems and regulations
Event management experience
Experience working with faculty, administrators and students desirable
Previous administrative and/or office management work experience, preferably in an academic environment
Excellent organizational, interpersonal and communication skills
Ability to understand office priorities and be proactive
Ability to work under pressure and deadlines, and carry out multiple tasks independently, with limited supervision
Attention to detail and accuracy
High level of proficiency with PC and Mac platforms, including the following programs: Microsoft Office Suite, Adobe, Skype, Internet, and email applications
Track record of handling sensitive information with the highest level of professionalism and confidentiality
Excellent capacity to think critically and to make sound decisions.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 499391
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.