Administrative Coordinator

Columbia University; Northern, New York (KY, NY); Hybrid; USD 66,000 - 70,000; Full time

Job summary

Columbia University in Kentucky is seeking an Administrative Coordinator to support Faculty Affairs. You will manage the Vice Provost's schedule, coordinate travel, and organize materials for Courseworks along with letters of recommendation when needed.

You will prepare briefs, handle confidential data, liaise with university offices and external vendors, and help oversee budgets, procurement, and events for the division.

Qualifications

• Bachelor's degree or equivalent required.
• Strong interpersonal and communication skills with staff at all levels.
• Detail-oriented with solid organizational skills and problem-solving ability.
• Experience preparing detailed documents, proposals, and reports.
• Ability to handle sensitive, confidential information with discretion.
• Proficiency in Microsoft Office; ability to learn new software as needed.

Responsibilities

• Oversee daily operations of the Office of the Vice Provost for Faculty Affairs.
• Provide scheduling support for the Senior Associate Provost for Academic Appointments.
• Organize teaching materials for Courseworks; edit writings and letters of recs as needed.
• Prepare briefing resources; manage confidential data and reports for decision-making.
• Triage incoming/outgoing documents and inquiries for the Office.
• Coordinate with University offices and external vendors to meet deadlines.
• Provide general office management including IT and facilities liaison.
• Offer logistics guidance for meetings and events; manage registrations and catering.

Skills

Interpersonal communication

Attention to detail

Organizational skills

Critical thinking

Problem solving

Microsoft Office

Endnote

Education

Bachelor's degree or equivalent

Tools

Concur

ARC

P-Card

Endnote

Job description

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,300–$70,000

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.

Position Summary

Reporting directly to the Vice Provost for Faculty Affairs, the Administrative Coordinator will develop and sustain an effective support structure for an integrated team and will support adherence to the goals and priorities set by the Vice Provost. The Administrative Coordinator provides managerial and operational support for the Office, scheduling support for the Senior Associate Provost for Academic Appointments, and executes a wide variety of responsibilities pertaining to unit finance, administration, and communications for the Faculty Affairs division of the Office of Vice Provost for Faculty Affairs. The incumbent serves as a liaison between the Office and the Faculty, Research Officers, and Senior Administrators at the University, ensuring positive and proactive communications with all internal and external constituents.

Responsibilities

Operations

• Oversee the daily operations of the Office of the Vice Provost for Faculty Affairs, including management of the Vice Provost’s complex schedule and travel arrangements as needed.
• Provide scheduling support for the Senior Associate Provost for Academic Appointments.
• Organize teaching materials for uploading to the Courseworks website, copyedit academic writing, and submit letters of recommendation for students and post-doctoral researchers, at the direction of the Vice Provost, as necessary.
• Research, compile, and prepare resource information for briefings, meetings and presentations conducted by the Vice Provost; Compose and manage highly sensitive and confidential data, materials, and documents to facilitate decision-making and create reports for the University’s high-level constituents and other audiences as identified by the Vice Provost.
• Oversee and triage all outgoing and incoming electronic and paper documents, communications and general inquiries for the Office.
• Liaise with the appropriate University offices and manage external vendors to meet deadlines for deliverables.
• Provide general office management including monitoring supplies and facilitating IT and facilities interactions.

Meetings and Events

• Provide technical and detailed logistical guidance to internal and external participants of the Office’s meetings and events, including senior University administrators, faculty, and relevant stakeholders.
• Manage guest registrations and the promotion, creation, and distribution of meeting and event communication and materials. Coordinate catering needs as necessary.

Financials

• Partner with senior Finance administrators in the Provost’s Office to manage the office’s internal budgetary functions including tracking spending, financial reporting, procurement, vendor selection, audit and reconciliation processes; manage and facilitate the office’s recurring financial transactions via the P-Card, Concur and ARC systems.

Minimum Qualifications

• Bachelor’s degree and/or equivalent and 0-2 years of related experience required.
• Must have strong interpersonal and effective communication skills including the ability to interact professionally with staff at all levels of an organization.
• Must be detail-oriented with strong organizational skills, and demonstrate critical thinking ability and problem-solving skills in order to identify priorities and elevate urgent/conflicting requests.
• Experience with preparing detailed documents, proposals, reports, and/or related materials.
• Must have the ability to exercise discretion and judgment in sensitive and confidential matters and have the foresight, flexibility, initiative, and energy required to ensure that the Offices operate efficiently and with the highest levels of professionalism.
• Ability to work both independently and within a structured team, managing multiple tasks under short deadlines.
• Must be skilled in Microsoft Office Suite including Word, Excel, and PowerPoint.
• Ability to learn appropriate additional software such as Endnote forbibliography.

Equal Opportunity Employer / Disability / Veteran

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