Administrative Manager

Columbia University; New York (NY); On-site; USD 65,000 - 73,000; Full time

Job summary

An established industry player is seeking an Administrative Manager to provide vital support to senior leadership within the Center for Student Success and Intervention. This role entails managing schedules, coordinating events, and handling sensitive communications with utmost professionalism. The ideal candidate will have a strong background in student affairs, exceptional organizational skills, and a commitment to fostering a supportive environment for students. If you thrive in dynamic settings and are passionate about student success, this position offers an exciting opportunity to make a meaningful impact.

Qualifications

• 2-4 years of experience in university student affairs or complex organizations.
• Proficiency in MS Office and Adobe Acrobat Pro required.

Responsibilities

• Manage calendars and coordinate travel for senior administrators.
• Prepare agendas and take notes for meetings with campus partners.

Skills

Verbal Communication

Written Communication

Project Management

Confidentiality

Customer Service

Education

Bachelor's Degree

Advanced Degree

Tools

MS Office Suite

Adobe Acrobat Pro

Maxient Student Conduct Software

Job description

• Job Type: Officer of Administration


• Regular/Temporary: Regular


• Hours Per Week: 35


• Salary Range: $65,800 - $72,500

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

The Center for Student Success and Intervention (CSSI) uses a 360-degree lens to approach student support work, including student conduct, intervention case management, and student support initiatives. CSSI incorporates supportive measures for students with more significant needs, including students managing academic and behavioral issues, students of concern, and students with unmet basic needs. CSSI is responsible for connecting students to the supports that they need to overcome challenging situations and also oversees the University's student conduct investigation and adjudication processes. Student Support and Intervention, in accordance with the expectations of students at Columbia University, upholds the highest standards of respect, integrity, and civility.

Reporting to the Associate Vice President (AVP) for Student Success and Intervention, the Administrative Manager provides a wide range of administrative support to the AVP, Director, and CSSI team. The Administrative Manager ensures seamless support for senior-level administrators, maintaining confidentiality, professionalism, and efficiency. The role requires independent prioritization of tasks, handling of confidential matters, and managing sensitive communications. The Administrative Manager exercises consistent discretion and independent judgment in a non-manual, administrative capacity.

Responsibilities

Calendar and Appointment Management

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  Manage calendars, schedule appointments, and coordinate travel arrangements for the AVP and Director of Student Conduct.

  
  


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  Oversee the maintenance of the AVP's & Director's electronic and physical files, ensuring organized and secure record-keeping.

  
  


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  Exercise independent judgment to prioritize meetings and manage complex schedules with confidentiality.

  
  

Meeting and Event Coordination

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  Prepare agendas, compile materials, and take detailed notes for meetings with campus partners and student leaders.

  
  

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  Coordinate logistics and provide support for events, programs, trainings, and initiatives.

  
  

Communication and Correspondence

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  Serve as the primary point of contact, fielding inquiries, responding to requests, and redirecting matters.

  
  


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  Assist with the development of reports, presentations, speeches, and other written communications.

  
  


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  Track deadlines and deliverables, ensuring timely completion of tasks.

  
  


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  Manage sensitive and confidential information with discretion, ensuring communications align with institutional standards using independent judgment.

  
  

Budget and Finance

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  Collaborate with Operations to manage the AVP's budget, invoices, and personnel-related matters.

  
  


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  Maintain all contracts, grants, and strategic plans within the Center for Student Success and Intervention.

  
  

Staff Support and Training

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  Support the hiring process through candidate communication and document management.

  
  


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  Assist in the onboarding process for new staff, including preparing welcome materials and schedules.

  
  

Professional Representation

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  Act as a representative of the AVP, Director, and the Center for Student Success and Intervention, maintaining a professional and courteous demeanor when interacting with internal and external stakeholders.

  
  


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  Serve as a trusted liaison who exercises sound judgment in representing leadership in day-to-day matters.

  
  

Process Improvement

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  Proactively identify opportunities to streamline processes, enhance efficiency, and provide exceptional customer service.

  
  

Minimum Qualifications

• 
  

  Bachelor's degree and/or equivalent experience required.

  
  


• 
  

  2-4 years of related work experience in a university student affairs or other complex organization.

  
  


• 
  

  Proficiency with MS Office Suite, Adobe Acrobat Pro, and other desktop publishing and database software.

  
  


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  Superior verbal and written communication skills and experience managing multiple projects.

  
  


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  Demonstrated discretion and confidentiality when dealing with sensitive information.

  
  

Preferred Qualifications

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  Advanced degree and extensive experience supporting senior-level administrators in the higher education sector.

  
  


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  Proficient with various software systems, particularly Maxient Student Conduct software or similar platforms.

  
  


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  Strong interpersonal and communication skills are essential for fostering positive relationships with stakeholders.

  
  


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  A customer-service-oriented mindset with discretion and professionalism in handling sensitive matters.

  
  


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  High-level organizational skills and ability to manage multiple priorities in a dynamic environment.

  
  


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  Flexibility and adaptability to accommodate changing demands in a fast-paced environment.

  
  


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  Experience in student affairs functions such as Dean of Students, student conduct, residence life, etc.

  
  


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  Resourceful and detail-oriented with a strong focus on managing complex programs.

  
  


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  Ability to anticipate needs and support senior leadership in all administrative capacities.

  
  

Equal Opportunity Employer / Disability / Veteran

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