Academic Secretary

Teachers College, Columbia University; New York (NY); On-site; USD 37,000 - 51,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

Tuition remission

Life insurance

Disability insurance

Pension plan

Health Savings Account / Flexible SP (

Hybrid work schedules

Job summary

Teachers College, Columbia University in New York, NY is seeking an Academic Secretary to provide comprehensive secretarial support to the ORL programs, including Adult Learning & Leadership, under the Program Manager and Program Director. The role emphasizes organizational, communication, and professional service with a focus on accuracy and discretion.

Responsibilities include managing calendars, coordinating meetings and travel, processing financials, and maintaining records.

Qualifications

• Minimum high school diploma required.
• At least two years of administrative experience, or the equivalent in experience, training, and education.
• Excellent grammar, spelling, punctuation, and diction.
• Accurately type a minimum of 55 words; strong MS Word/word processing ability.
• Microsoft Excel spreadsheet experience; excellent customer service, communication and organizational skills.
• Must be detail-oriented and able to work with deadlines and conflicting demands.
• Must be able to multitask and prioritize work without constant assistance.
• Ability and willingness to follow up and report back as needed and to create and maintain a system for tracking data and projects.
• Willingness to keep skills updated, including participating in professional development as requested.
• Willingness to occasionally work overtime (including evenings and weekends) as approved and needed by program or department.
• Ability to abide by Confidentiality Agreement.
• Flexibility to work 10:00 am - 6:00 pm M-F.

Responsibilities

• Provide secretarial support to full-time faculty, lecturers, adjuncts, and instructors; program managers, other academic assistants, and department staff.
• Assist prospective and current students with questions; answer phones; greet visitors.
• Support administrative aspects of programs, including student information database, degree tracking, course scheduling, room assignments, duplicating class materials, placing book orders.
• Assist with preparing and processing check requests, requisitions, travel expense reports and other financial documents.
• Maintain program and student file records; archive past student files.
• Oversee office communications and correspondence, including letters and official emails; take/transcribe and distribute meeting minutes.
• Coordinate and arrange calendars, meetings, and schedule appointments.
• Assist with website and catalog updates under supervision of Program Manager.
• Office management including supply orders, inventory, facilities work orders, and equipment maintenance.
• Coordinate program conferences and other special events under supervision.
• Assist in supervising and evaluating work-study students with Program Manager.
• Other related duties including occasional responsibilities for the department.
• Provide weekend and evening support to AEGIS, a weekend-only doctorate program.
• Candidate must be able to work some Saturdays (about 4 in one academic term) to attend AEGIS events.

Skills

Customer service

Communication

Organizational skills

Time management

Multitasking

Data tracking

Confidentiality

Follow-up

Education

High school diploma

Tools

MS Word

Excel

Google Apps

Adobe Acrobat

Job description

Job Summary/Basic Function

The Department of Organization & Leadership (ORL) is seeking an Academic Secretary who reports directly to the Program Manager and indirectly to the Program Director of Adult Learning & Leadership. The qualified candidate will provide secretarial support to our programs in Adult Learning & Leadership, and as needed, to other programs and to the central department office.

Union 2110

Grade 8

Job Summary/Basic Function

The Department of Organization & Leadership (ORL) is seeking an Academic Secretary who reports directly to the Program Manager and indirectly to the Program Director of Adult Learning & Leadership. The qualified candidate will provide secretarial support to our programs in Adult Learning & Leadership, and as needed, to other programs and to the central department office.

The Academic Secretary should exhibit strong service orientation, office support, and excellent communication skills. The person in this role is expected to possess organizational and time management skills and be able to prioritize and handle simultaneous demands, meet deadlines, have a strong work ethic, sense of initiative, be a team player, be able to multitask while maintaining professionalism, and have excellent follow-up skills. The person in this position is also expected to maintain office decorum, assist program/department members and all visitors in a friendly, professional, and respectful manner.

Characteristic Duties And Responsibilities

• Provide secretarial support to full-time faculty, lecturers, adjuncts, and instructors; program managers, other academic assistants, and department staff.
• Assist prospective and current students with questions; answer phones; greet visitors.
• Support administrative aspects of programs, including but not limited to student information database, degree tracking, course scheduling, room assignments, duplicating class materials, placing book orders.
• Assist with preparing and processing check requests, requisitions, travel expense reports and other financial documents.
• Maintain program and student file records; archive past student files.
• Oversee office communications and correspondence, including the composition of letters and official emails; take/transcribe and distribute meeting minutes.
• Coordinate and arrange calendars, meetings, and schedule appointments.
• Under the supervision of the Program Manager, assist with website and catalog updates.
• Office management, including supply orders, inventory, facilities work orders, and office equipment maintenance.
• Under the supervision of the Program Manager, coordinate program conferences and other special events.
• Assist in supervising and evaluating work-study students in consultation with the Program Manager.
• Other related duties, including occasional responsibilities for the department.
• Provide critical weekend and evening support to AEGIS, a fast-track doctorate degree program that meets only on weekends, Fri-Sat (besides the summer sessions).
• Candidate must be able to work some Saturdays (about 4 in one academic term; attend AEGIS events, such as welcoming reception, holiday dinner party, and other evening events that may be planned for the year, etc.).

Minimum Qualifications

• Minimum high school diploma required.
• At least two years of administrative experience, or the equivalent in experience, training, and education.
• Excellent grammar, spelling, punctuation, and diction.
• Accurately type a minimum of 55 words; Strong computer literacy, specifically MS Word/word processing ability.
• Microsoft Excel spreadsheet experience; Excellent customer service, communication and organizational skills.
• Must be detail-oriented and able to work with deadlines and conflicting demands.
• Must be able to multitask and prioritize work without constant assistance.
• Ability and willingness to follow up (and report back) as needed and to create and maintain a system for tracking data and projects.
• Willingness to keep skills updated, including participating in professional development as requested.
• Willingness to occasionally work overtime (including evenings and weekends) as approved and needed by program or department.
• Ability to abide by Confidentiality Agreement.
• Flexibility to work 10:00 am - 6:00 pm M-F.

Preferred Qualifications

• Knowledge of Teachers College or other higher education institution preferred.
• Knowledge of or willingness to learn database and web development.
• Knowledge of Google Apps and Adobe Acrobat preferred.
• Technology savvy.
• Ability to work collaboratively.
• Positive attitude and good sense of humor.

Salary Range

$31.76 - $31.76 / hr

Work Modality

Onsite

Competitive Compensation And Benefits

The salary range reflects the College’s good faith and reasonable estimate of the compensation for the position at the time of the job posting. Salary decisions are dependent on several factors including but not limited to market and organizational considerations, experience, and qualifications of a selected candidate as well as internal and external equity.

Our benefits contribute significantly to the total compensation package that includes medical, dental, and vision; flexible and hybrid work schedules; tuition remission; life insurance; short and long-term disability insurance; eligibility for pension plan; health savings accounts (HSA), flexible spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a robust Employee Assistance Program (EAP).