Administrative Assistant in the Finance Division

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range: $54,615 - $70,221

Position Summary

Reporting to the Director of Academic Administration, the Administrative Assistant works as a team member dedicated to supporting the academic and administrative work of Columbia Business School faculty. The physical location of this position performs on a rotational basis as needed and assigned. The Administrative Assistant represents the department to the public and is the first point of contact for inquiries from students, faculty and staff.

Responsibilities

• Receives and prioritizes work given by the division's Director and/or faculty with the highest level of customer service. Provides information and updates regarding status of work and projects as needed and required.
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  Utilizes MS Office to produce high level technical documents and editing (tables, mail merges, equations, and related functions). Creates weekly presentations for class sessions.

  
  
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  Works with faculty and/or the Director to compile materials and prepare academic course books as needed. Assists with the Orientation and training of new faculty members regarding relevant policies and procedures.

  
  
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  Responsible for communicating and coordinating to students and other relevant population the faculty's location, teaching schedules, office hours, exams schedules and grade related information.

  
  
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  Consults with the Director and coordinates resources in response to all Faculty operational and/or computing difficulties. Works with Director to update and maintain department directories.

  
  
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  Coordinates and schedules meetings, conferences and seminars on behalf of and between faculty, both on and off site. Arranges travel and hotel accommodations. Updates and maintains faculty web sites as required.

  
  
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  Completes and processes travel and expense reports on behalf of faculty. Converts foreign expenses into U.S. monies. Follows up with the Financial Planning Office to ensure payments have been processed. Reviews discrepancies in billing.

  
  
• Performs both electronic and library research. Retrieves books, articles and research materials from campus libraries as approved by the Director and /or Faculty.
• Prepares requisitions and obtains all needed office supplies for faculty. Orders books from distributors. Requests copyright clearances for course readings. Ensures materials have been received.
• Performs duplication of materials. Responsible for ensuring that the materials are delivered and/or received in an efficient and timely manner.
• Performs administrative duties for faculty search committees as assigned by the Associate Director.
• Performs related work as directed by the Director and/or Faculty.

Minimum Qualifications

High School Diploma or its equivalent required. Minimum of three years related experience, or the equivalent combination of education and experience required.

Must have demonstrated strong interpersonal, organizational, written and oral communication skills. Must have demonstrated strong customer service focus with the ability to interact in a professional manner with all levels of faculty, students and staff in a fast paced environment. Must have a demonstrated ability to work with changing priorities in a busy environment. Ability to work as part of a team and work independently as necessary. Strong computer proficiency with Windows, MS Word, Excel, and PowerPoint is required. Ability to use scanning software and knowledge of the Internet necessary. Strong typing skills required. Overtime may be required during peak periods. Physical location requires additional focus since several departments are in area.

Preferred Qualifications

Some college preferred. Knowledge of database software preferred.

Equal Opportunity Employer / Disability / Veteran

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