Academic Secretary & Office Coordinator

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

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.