Administrative Assistant

Columbia University Facilities & Operations; New York (NY); On-site; USD 61,000 - 78,000; Full time

Job summary

Columbia University Residential and Commercial Operations is seeking an Administrative Assistant. This role supports the Executive Director by managing communications with tenants, staff, and vendors, organizing information between superintendents, managers, and vendors, and handling scheduling, correspondence, and office operations.

The position requires strong organizational and communication skills, the ability to work in a fast-paced environment, and a commitment to consistent branding and

Qualifications

• High School Diploma or equivalent required.
• Minimum of 3 years related experience required.
• Must be self-motivated and detail-oriented with exceptional organizational, communication (verbal & written) and interpersonal skills.
• Must be able to work in a fast-paced, professional office environment with visitors, phone calls and emails with minimal supervision.

Responsibilities

• Answers calls and emails from tenants, staff, and vendors, prioritizing inquiries based on standard protocols.
• Collects, organizes, and communicates information between superintendents, managers, tenants, and vendors.
• Prepares and distributes correspondence to residents and contractors, maintains and orders office supplies and equipment, distributes mail, and manages schedules for multiple team members.
• Typing, filing, faxing, copying documents; entering work order information into the database; ordering uniforms for building staff.
• Creates work orders and ensures consistent branding and wording throughout the department.
• Manages the Columbia Residential office space, including scheduling conference rooms, ordering supplies, and scheduling interviews.
• Oversees hiring process paperwork, maintains meeting agendas, and takes notes as required.

Skills

Communication skills

Organizational skills

Time management

Interpersonal skills

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

RTMS

IBM Maximo

Kronos

Job description

Standard Work Schedule: Monday - Friday, 9:00am - 5:00pm

Building:

Salary Range: $60,874 - $78,269

Grade 9A

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Monday - Friday, 9:00am - 5:00pm
• Building:
• Salary Range: $60,874 - $78,269

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

Reporting to the Executive Director, Columbia Residential, the Administrative Assistant supports the Residential and Commercial Operations department within Facilities and Operations. This individual will be tasked with managing communication with tenants, staff, and vendors, prioritizing inquiries and organizing information between superintendents, managers, and vendors. They are responsible for preparing and distributing correspondence, maintaining office supplies and equipment, managing schedules, and handling tasks such as typing, filing, and entering work orders. Additionally, they oversee the Columbia Residential office space, schedule meetings and interviews, manage hiring paperwork, and ensure consistency in departmental branding.

• Answers calls and emails from tenants, staff, and vendors, prioritizing and responding to inquiries based on standard protocols and guidelines.
• Collects, organizes, and communicates information between superintendents, managers, tenants, and vendors.
• Prepares and distributes correspondence to residents and contractors, maintains and orders office supplies and equipment, distributes mail, and manages the schedules of multiple team members.
• Additional responsibilities include, but are not limited to:
• Typing, filing, faxing, and copying documents.
• Entering work order information into the database.
• Ordering uniforms for building staff.
• Creating work orders and ensuring consistent branding and wording throughout the department.
• Manages the Columbia Residential office space, including scheduling conference rooms, ordering supplies, and scheduling interviews.
• Oversees hiring process paperwork, maintains meeting agendas, and takes notes as required.
• Performs other duties as assigned or necessary.

Minimum Qualifications

• High School Diploma or equivalent required
• Minimum of 3 years related experience required.
• Must be self-motivated and detail-oriented with exceptional organizational, communication (verbal & written) and Interpersonal skills.
• Must be able to work in a fast-paced, professional office environment with visitors, phone calls and emails with minimal supervision. He/she must be proactive and able to meet tight deadlines while prioritizing tasks.

Preferred Qualifications

• Computer proficiency with Microsoft Office Suite: Windows outlook, PowerPoint, Excel) and familiarity with Residential Tenant Management System (RTMS) and IBM - Maximo Maintenance and Kronos Payroll/Timekeeping Procedures preferred.

Equal Opportunity Employer / Disability / Veteran

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