Overview
Administrative Assistant Jobs in New York, NY at Columbia University
Full Job Description
Job Type: Officer of Administration
Regular/Temporary: Regular
Hours Per Week: 35
Salary Range: $62,400- $73,000
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
The Administrative Assistant supports a dynamic, fast-paced executive-level team within the Faculty Practice Organization (FPO) and coordinates administrative support services between their assigned executive(s) and internal departments. By exercising good judgment, discretion, confidentiality, and flexibility in their approach, the Administrative Assistant will proactively anticipate the administrative needs of the executives that they support and create a culture of service excellence within the Executive Assistant cohort.
Responsibilities
Executive Support
Provides day-to-day administrative support to the assigned executive(s). Serves as the primary point of contact for a range of stakeholders. Greets visitors to the office in a welcoming and professional manner. Responds to complex requests, directs inquiries, takes action, and follows up as appropriate. Maintains an active conduit of communication between the executive’s office, faculty, administrative departments, and the University administration.
Coordinates a broad variety of administrative tasks including managing complex calendars to assure effective and efficient use of assigned executive(s) time, composing and preparing confidential documents, and ensuring follow-up on all action items.
Coordinates all activities to support assigned executive(s) such as travel arrangements, expense reports, presentations, correspondence, meeting minutes, reserving meeting space, facilitating webcasts, and supporting special events, as needed.
Prepares necessary purchase orders and related documentation for purchasing/accounts payable for approval by the appropriate FPO executive.
Monitors assigned budgets and audits expenses. Escalates any issues as appropriate.
Processes expense reimbursements, invoices, and purchase orders.
In coordination with FPO Operations, coordinates space allocations and associated items for assigned location(s).
Ensures appropriate level of support is arranged (and coverage is provided when necessary) in each assigned location to facilitate timely submission and resolution of facilities-related requests (heating/cooling, patch/paint, etc.).
Keeps executive(s) well informed of upcoming commitments and responsibilities including follow-up.
Communicates directly on behalf of executive(s) in a professional manner bridging smooth and clear communications with internal departments and external constituents.
Collaborates with the Executive Assistant (EA) team on overall administrative support including, but not limited to, staff coverage, deliverables, and service excellence standards.
Performs all other duties as assigned within the scope of practice and/or training.
People
Promotes a service-oriented environment and culture of teamwork by collaborating with Executive Assistants to assure service excellence.
Other
Ensures compliance with all regulatory agencies, departmental, Service Corp and organization policies and…
Title: Administrative Assistant
Company: Columbia University
Location: New York, NY
Category:
