Administrative Coordinator

Columbia University in the City of New York; New York (NY); On-site; USD 88,000 - 90,000; Full time

Job summary

Columbia University in the City of the City of New York is seeking an Administrative Coordinator within the Knight First Amendment Institute. The role focuses on managing financial operations, office management, events, and staff support to ensure efficient daily functions.

The position reports to the Deputy Director of Operations and requires a Bachelor's degree with at least three years of related experience, strong communication, and excellent organizational skills.

Qualifications

• Bachelor’s degree or equivalent and 3 years of related experience.
• Superior written and verbal communication skills.
• Strong attention to detail; ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Manage key financial operations using ARC and related systems.
• Oversee office operations, including scheduling, supplies, and equipment.
• Support recruitment, onboarding, and calendar management for leadership.
• Coordinate travel planning and Concur expense reports for Institute staff.
• Lead special projects and improve administrative processes.

Skills

Strong communication

Attention to detail

Multi-tasking

Interpersonal skills

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Outlook

ARC

Concur

Job description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35.0
• Standard Work Schedule:
• Building:
• Salary Range: 88,000-90,000

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.

A strong internal candidate has been identified for this position, however, we are still accepting applications from other qualified candidates.

Position Summary

The Knight First Amendment Institute defends the freedoms of speech and the press in the digital age through strategic litigation, research, and public education. We aim to promote a system of free expression that is open and inclusive, that broadens and elevates public discourse, and that fosters creativity, accountability, and effective self-government.

Since its establishment in 2016, the Institute has filed precedent-setting litigation, undertaken major interdisciplinary research initiatives, and become an influential voice in debates about the freedoms of speech and the press in the digital age. Its active litigation docket includes cutting-edge cases relating to transparency, surveillance, and social media. Through its research program, the Institute has hosted leading thinkers as visiting scholars and published influential essays focused on emerging threats to the system of free expression. It has also hosted public events on issues including new technology and public discourse, data journalism and the law, the First Amendment and inequality, national-security journalism, and the implications for public discourse of economic concentration in the technology sector.

Reporting to the Deputy Director of Operations, the Administrative Coordinator will play a vital role at the Institute, ensuring successful execution of a broad range of administrative and financial tasks using independent judgement, creativity, and top-notch problem-solving skills. The incumbent will manage the daily financial activities of the Institute, oversee day‑day office operations and events, and provide front line and high-level administrative and technical support for the Institute.

Responsibilities

• Manage Key financial Operations for the Knight Institute: Utilizing the University’s online financial management tool (ARC) and other related financial systems, the Administrative Coordinator will work in conjunction with the Deputy Director of Operations and the Chief of Staff to ensure the successful execution of a full range of financial processes. These processes must be conducted in accordance with University policies and procedures and include but are not limited to:
  • Initiate and process invoices, check/wire requests, expense reports, internal transfers.
  • Initiate and process requisitions, purchase orders, and change orders.
  • Oversee the vendor creation process, communicating clearly and proactively with vendors to guide them through the setup process, and collaborating with Columbia departments as needed to resolve issues.
  • Reconcile P-Card purchases and monitor and verify other transactions.
• Office Operations:
  • Act as first point of contact for visitors and for those reaching out to the Institute by phone and online, directing guests and exercising discretion to escalating requests as appropriate.
  • Manage and oversee office operations, including monitoring supply inventory, utilizing independent judgement to purchase supplies, and maintaining office equipment in good working order.
  • Oversee and enhance the process for conference room reservations and requests; coordinate facilities and maintenance requests as needed.
  • Responsible for technology setup for meetings and events, with comprehensive understanding of the utilized technologies.
  • Manage event planning for select on-site conferences and meetings, including room/venue reservations, catering, and coordinating event set up and breakdown.
• Staffing and staff support:
  • Support the Deputy Director of Operations and Chief of Staff in all phases of the recruiting and hiring process, including developing and revising internal and external job postings, gathering and managing candidate information and materials, and helping to coordinate the on-boarding process.
  • In coordination with the Deputy Director of Operations, co-manage Institute calendars, thinking through how best to optimize efficiency.
  • Provide high-level support to the Deputy Director of Operations and Chief of Staff, including researching, writing, and proofreading correspondence, presentations, memoranda, and other reports.
  • Provide support to full Institute staff for Institute-related travel planning and arrangements; provide policy information and user guidance for Concur travel and expense reports; act as Concur initial reviewer.
  • Troubleshoot routine issues relating to office equipment, IT, and Columbia University systems; elevate issues using independent judgment.
• Other:
  • Lead special projects as assigned and develop improvements to existing processes and systems as warranted.
  • Perform related duties & responsibilities as requested.

Minimum Qualifications

• Bachelor’s degree or equivalent and 3 years of related experience required
• Superior written and verbal communication skills and outstanding interpersonal skills
• Strong attention to detail; ability to manage multiple tasks accurately and efficiently in a fast‑paced environment
• Knowledge of (or ability to quickly learn) Columbia University’s extensive and complex financial policies
• Strong computer skills, including proficiency with Microsoft Office and Outlook.

Preferred Qualifications

• Demonstrated facility with Columbia University systems and related policies, including ARC, FDS, FinSys, Budget Tool, PAC, Concur, and PaymentWorks
• Resourcefulness, creativity, and outstanding problem-solving skills

Application Requirements

Required attachments for your application include:

• Cover letter explaining your interest in the position, including a description of any relevant life or work experience
• Resume
• Contact information for three references

Additional information may be requested during the application process. Applications without a cover letter will not be considered.

Equal Opportunity Employer / Disability / Veteran

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