Administrative Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary:
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $62,400 to $74,000

Position Summary

Columbia University Irving Medical Center (CUIMC) Events office is part of the Office of Student and Campus Services and is dedicated to producing events that support the vision and mission of CUIMC.

Under the supervision of the Senior Director and Director of CUIMC Events, the Administrative Coordinator will manage daily activities for the event team and provide administrative support for the office. Incumbent will manage the digital signage system and interface with the users, vendors and CUIMC IT. The incumbent will be responsible for regularly inspecting the signage at locations throughout campus. Additional responsibilities include scheduling in-person and zoom meetings with agendas, reminders, and follow-up as needed. Must be able to draft correspondence for review, assist with preliminary research on suppliers, services, and vendors. The incumbent will manage RSVP lists, update databases to ensure accuracy of information, maintain files and event calendar, interact with internal and external constituencies, assist with organizing and coordinating events including attending events and aiding in the production of all event materials, i.e., name tags, place-cards, programs, etc., participate in pre and post event team meetings; troubleshoot when necessary; perform other related duties and special projects as assigned.

Responsibilities

• Manage the digital signage system and interface with users. Coordinate needs with internal users, CUIMC IT and the service provider. Become an expert on the system and train all users as needed. Ensure that user fees are collected. - 20%
• Support the senior director with scheduling team meetings, meeting agendas and following up with team members as needed- 20%
• Support the senior director with budget and expense reconciliation. Work with finance team by submitting invoices and journal entries for processing and other finance related tasks as needed - 20%
• Assist team members with event production related tasks, such as collecting survey results, rsvps, and sending out invitations from shared mailboxes. - 10%
• Responsibilities include, but are not limited to, daily management of office space and fulfilling administrative duties. Basic office upkeep and organization including ordering, stocking, and managing office and event supplies and materials; fulfilling mailings; managing shipping, and on-campus deliveries. - 10%
• Assist in the proofreading, production, and distribution of in-house printed event materials such as nametags, escort cards, place cards, menu cards, programs, and flyers. - 8%
• Provide in-person event support as needed. - 7%
• Perform other related duties and special projects as assigned. - 5%

Minimum Qualifications

• 
  

  Bachelor's degree or equivalent in education, training and experience plus at least 1-2 years of related experience.

  
  

Preferred Qualifications

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  Background in a university and/or academic medical center and/or event management is desirable.

  
  

Other Requirements

• Ability to work with minimal supervision and handle a large volume of detail work.
• Ability to work in a fast-paced environment and handle multiple projects simultaneously; be exceptionally well organized and have focus and attention to detail.
• Excellent computer skills: proficiency in Microsoft office particularly with Excel, PowerPoint, Qualtrics and Zoom/Zoom Webinar necessary.
• Excellent interpersonal, public relations, communications, and diplomatic skills essential.
• This position requires work beyond regular hours, including evenings and weekends, as projects and events require.
• Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.
• Persistent at follow up and follow through.

Equal Opportunity Employer / Disability / Veteran

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