Project Coordinator

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Standard Work Schedule: Hybrid Schedule (3 Days On-site)
• Salary Range: $73,500-$97,300

Position Summary

Reporting to the Chief of Staff, the Project Coordinator provides strong project and administrative support to the Office of the Dean. The Project Coordinator is a key contact for many Dean's Office inquiries and interacts closely with faculty, students, administrators, alumni, and other key constituents of the school. Provides administrative and operational support for key faculty committee activities and initiatives. Works closely with the Chief of Staff and Director of Executive Support and Operations to handle a wide range of day-to-day operations of the Dean's Office, demonstrating professionalism, sensitivity, and discretion in all interactions.

Responsibilities

This position requires sound judgment and initiative across a range of responsibilities:

• Provide administrative and project support for key faculty committee activities and initiatives, such as CSSW's faculty search committee, senior faculty search committee, and the committee on academic appointments (CAA). Duties include corresponding with faculty candidates, making arrangements for in-person and virtual visits, scheduling meetings, assisting with the creation of agendas, preparing and distributing documents, coordinating AV support and postings of events, managing folders and review processes in Interfolio, and writing meeting minutes.
• Prepare logistical support for events and selected projects originating out of the Offices of the Dean and Academic Affairs, as well as other offices as needed. This includes Dean's Lectures and other high-level lectures. Coordinate and follow up on all related logistical arrangements, including invitation and attendance lists, space bookings, AV, catering, and arrangements for guests. Prepare and distribute selected meeting materials. Has lead responsibility for gathering materials from guest speakers and coordinating with other CSSW offices on event promotion and continuing education credits, where applicable.
• Supports the preparation, logistics, communications, and follow-up for CSSW Faculty and all School meetings; prepares agendas and minutes.
• Take on selected project management responsibilities and provide project-based administrative support to the Dean, Chief of Staff, and Director of Executive Support and Operations. Such projects include managing the annual call for applications for the Fisher Cummings Washington Fellows and providing administrative support to CSSW faculty for the Dialectical Behavior Training Program (DBT) program. Responsibilities include drafting correspondence, coordinating meetings, and collating relevant materials.
• Process expenses for the Dean's Office. Handle and track CSSW memberships and sponsorship support for external organizations. Responsible for monitoring and ordering Dean's Office supplies and processing bills and for tracking some areas of the Dean's operating budget.
• Prepare selected correspondence, to include mail merge letters and other documents; collect, organize, and analyze information.
• Coordinate with other offices on responding to questions and concerns from internal and external constituents, ensuring that all inquiries are addressed in a timely, respectful, and accurate manner.
• Assist with providing front-end coverage and service for the Dean's Office, including greeting Dean's Office visitors and guests.
• Provide backup support in scheduling meetings for the Dean. Take the lead in scheduling selected Dean's Office meetings.
• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree required.
• Minimum five years of related experience, including supporting a senior-level executive within a complex organization.

Other Requirements

• Must be able to react with judgment to time-sensitive matters.
• Excellent written and verbal communication skills are essential.
• Must have keen interpersonal and organizational skills, and exhibit a high degree of tact and discretion.
• At all times, must demonstrate a high degree of diplomacy and set a climate of professional comportment for the operations of the Dean's Office.
• High level of proficiency with Microsoft Office programs (especially Outlook, Word, and Excel).
• Ability to be part of an inclusive workplace where diversity and individual differences come together to achieve the vision and mission of the School.
• Availability for occasional evening and weekend work required.

Preferred Qualifications

• Experience in higher education administration. Experience with Columbia systems is strongly preferred.

Equal Opportunity Employer / Disability / Veteran

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