Administrative Assistant, Department of Religion

Columbia University in the City of New York; New York (NY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Columbia University in the City of New York is seeking an Administrative Assistant for the Department of Religion. This on-site role supports the DAAF, faculty, students, and university partners with a wide range of administrative, financial, academic, and operations tasks.

You will manage calendars, coordinate travel and purchasing, assist with course listings, student inquiries, and communications, and help organize events and campus logistics.

Qualifications

• High School diploma or equivalent required.
• Three years related experience preferred.

Responsibilities

• Coordinate daily office operations and refer complex issues to the DAAF.
• Serve as department’s reception and information resource, greet visitors and route inquiries.
• Maintain departmental calendars and arrange room reservations for classes and meetings.
• Monitor office supplies and coordinate purchasing for shared spaces.
• Coordinate equipment maintenance and track service agreements with vendors.
• Liaise with facilities, submit work requests, and communicate unresolved issues to the DAAF.
• Maintain departmental key inventory and distribution records.
• Prepare and process invoices, purchase orders, expense reports, reimbursements, and honorarium requests using University systems.
• Explain purchasing and reimbursement procedures to faculty and students; refer exceptions to the DAAF.
• Provide administrative support to the DAAF, Department Chair, and program directors; manage deadlines.
• Assist with course listings, scheduling, registration inquiries, and waitlist administration.
• Maintain records and reference materials for inquiries and coordinate work-study and student staff assignments.
• Coordinate events and lectures, including room setup and on-site support.

Skills

Organizational skills

Written and verbal communication

Discretion and confidentiality

Microsoft Office

Google Workspace

Customer service

Education

High School diploma or equivalent

Tools

Microsoft Office

Google Workspace

Job description

Position Summary

Reporting to the Director of Academic Administration and Finance (DAAF), the Administrative Assistant coordinates a broad range of administrative, financial, academic, and operational activities for the Department of Religion. Serving as a primary point of contact for faculty, students, visitors, and University partners, the Administrative Assistant ensures responsive service and the timely completion of departmental business. The incumbent must demonstrate sound judgment, discretion, attention to detail, and the ability to manage competing priorities.

The Department of Religion is an interdisciplinary academic community dedicated to understanding religion’s role in shaping cultures, societies, and individual lives. Through undergraduate and graduate education, the department brings together perspectives from the humanities and social sciences to explore diverse religious traditions and their historical and contemporary significance. Its commitment to rigorous scholarship, critical inquiry, and intellectual exchange is enriched by graduate partnerships with Barnard College and Union Theological Seminary.

*This role requires on-site presence, Monday - Friday,

Responsibilities

Department Administration and Operations

• Coordinate daily office operations, independently addressing routine administrative matters, anticipating operational needs, and referring complex or sensitive issues to the DAAF.
• Serve as the department’s primary reception and information resource. Welcome and direct visitors, screen and route incoming calls and correspondence, and coordinate mail and deliveries.
• Respond to inquiries from faculty, students, alumni, prospective students, and external constituents. Research routine questions, provide accurate information, and coordinate follow-up with the appropriate faculty member or University office.
• Maintain departmental calendars, coordinate meeting schedules, and arrange room reservations for classes, advising, meetings, and other departmental activities. Resolve routine scheduling conflicts and communicate changes promptly.
• Monitor office supply levels, coordinate purchasing, and maintain organized, adequately equipped shared spaces.
• Coordinate equipment maintenance and service requests, track service agreements, and follow up with vendors and University offices to resolve outstanding issues.
• Serve as a liaison for facilities needs, submit and track work requests, and keep the DAAF informed of unresolved concerns and matters affecting departmental operations.
• Maintain departmental key inventory and distribution records and coordinate replacement and access requests through established procedures.
• Identify recurring administrative issues and recommend practical improvements to departmental workflows, records, and communications.
• Provide campus delivery and other logistical support as needed.

Financial and Purchasing Support

• Prepare and process invoices, purchase orders, expense reports, reimbursements, and honorarium requests using University systems, including ARC and Concur, as applicable.
• Review submissions for completeness, accuracy, supporting documentation, and required approvals; obtain missing information and resolve routine discrepancies before submission.
• Track transactions from submission through payment, maintain organized financial records, and follow up with University offices and payees regarding outstanding items.
• Coordinate travel arrangements for faculty and departmental visitors, including reservations, itineraries, and associated reimbursement documentation.
• Explain routine purchasing and reimbursement procedures to faculty, students, and visitors, referring policy exceptions and approval requests to the DAAF.

Academic and Student Support

• Provide administrative support to the DAAF, Department Chair, Directors of Graduate and Undergraduate Studies, and MA Program Director, coordinating requests and deadlines according to departmental priorities.
• Serve as an initial resource for prospective and current undergraduate, MA, and PhD students regarding program procedures, published requirements, registration processes, and departmental resources. Refer academic advising and admissions decisions to the appropriate faculty or program leadership.
• Maintain departmental course listings and bulletin information, coordinating updates with faculty and relevant University offices to support accuracy and timely publication.
• Assist with course scheduling, registration inquiries, and waitlist administration, as authorized, and provide backup support for student information system activities.
• Maintain administrative records and reference materials that support consistent responses to student and faculty inquiries.
• Assist with the day-to-day coordination of work-study students, student casuals, and research assistants, including communicating assignments, providing procedural guidance, and tracking completion of assigned administrative work.

Communications and Events

• Maintain and update the department website, prepare and distribute the weekly digital newsletter, and develop flyers and announcements using information supplied by faculty and program leadership.
• Edit and proofread departmental correspondence, course information, and event materials for accuracy, clarity, and consistency.
• Coordinate logistical arrangements for departmental lectures, colloquia, conferences, meetings, and special events under the direction of the DAAF.
• Arrange rooms, audiovisual equipment, visitor communications, and event materials; track logistical deadlines and provide on-site administrative support.
• Provide routine assistance with classroom and meeting technology, including audiovisual setup, and coordinate with technical support staff when additional assistance is required.
• Perform other related duties as assigned.

Minimum Qualifications

• High School diploma or its equivalent required.
• Three years related experience required.

Other Requirements

• Strong organizational skills, with the ability to prioritize competing assignments, track deadlines, and complete work accurately with appropriate independence.
• Excellent written and verbal communication skills and a professional, welcoming, and service-oriented approach.
• Demonstrated ability to exercise sound judgment, resolve routine administrative problems, and recognize matters requiring escalation.
• Strong interpersonal skills and the ability to work effectively with faculty, students, staff, visitors, and external partners.
• Proficiency in Microsoft Office and Google Workspace and the ability to learn financial, academic, website, and digital communication systems.
• Attention to detail in financial documentation, recordkeeping, scheduling, and written communications.
• Ability to handle confidential information with discretion and maintain appropriate professional boundaries

Equal Opportunity Employer / Disability / Veteran

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