Administrative Coordinator

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $65,800 - $72,000

Position Summary

University Life was created to develop and enhance the student experience at Columbia. Working in collaboration with students, faculty, and staff, University Life strengthens resources, policies, and conversations, and builds community outside of the classroom. Our efforts all connect to core values for the Columbia community:

• Inclusion and belonging
• Health and well-being
• Sexual respect
• Community citizenship

University Life is a central division focused on enhancing the student experience across Columbia's 17 schools and colleges. We serve as a student life hub for the University and are committed to promoting a diverse and inclusive campus culture where students can thrive in all dimensions of their lives. In University Life, we focus on connecting students to each other, to the broader University and surrounding community, and to opportunities beyond their schools.

We work to educate students about Columbia's values and policies and share essential and timely information with students from the University. Through our programs, services, and partnerships, we support students' educational enrichment during their time at Columbia.

Reporting to the Assistant Vice President, Student Affairs, the Administrative Coordinator provides a wide range of administrative support, including the day-to-day administrative duties and calendaring support, maintaining confidentiality, professionalism, and efficiency.

Responsibilities

• Independently manage and prioritize the Assistant Vice President's calendar, ensuring alignment with key priorities and stakeholder availability.
• Serve as the primary administrative point of contact for the Student Affairs office, handling high-level inquiries, triaging urgent requests, and ensuring timely follow-ups.
• Draft and prepare internal communications, reports, and briefing materials on behalf of the Assistant Vice President and Student Affairs leadership.
• Monitor and improve administrative workflows and office operations to enhance efficiency and effectiveness.
• Lead the planning and execution of key student engagement programs, leadership meetings, and cross-departmental initiatives, ensuring all logistical needs are met.
• Oversee meeting agendas, action items, and follow-ups to ensure that critical decisions are documented and implemented.
• Coordinate space reservations, catering, A/V setup, and virtual meeting logistics for high-profile university events.
• Serve as an on-site coordinator for events, troubleshooting issues in real-time and liaising with vendors and campus partners as needed.
• Serve as a liaison between Student Affairs and University stakeholders, ensuring effective communication and collaboration across departments.
• Represent the Student Affairs team in meetings and engagements with student organizations, faculty, and administrative partners.
• Ensure all incoming inquiries are handled with professionalism and escalate high-priority matters to the appropriate leadership team member.
• Manage the procurement of office supplies, equipment, and materials for events and departmental initiatives.
• Maintain accurate records of purchases and reconciliation processes, ensuring compliance with University policies.
• Collaborate with vendors and University procurement teams to troubleshoot any issues related to purchases and deliveries.
• Identify and implement process improvements to enhance administrative efficiency within Student Affairs.
• Support special initiatives and operational projects that align with University Life's strategic goals.
• Maintain a proactive approach in resolving administrative challenges, ensuring smooth office operations.
• Provide backup support for other administrative team members as needed.
• Additional duties and projects as assigned, including backup support for other team functions

Minimum Qualifications

• Bachelor's degree and a minimum of two years of administrative support, coordination experience, or the equivalent combination of education and experience required.
• Experience with calendar management and event planning.
• Ability to use good judgment and sound decision-making skills in operational situations.
• Ability to make quick, but thoughtful, decisions as roadblocks arise.
• Strong computer skills required, including advanced skill set in using Excel and Google products.
• Strong problem-solving skills and a customer service orientation.
• Ability to be available during off hours for occasional support and events.
• Detail-oriented, possessing strong organizational skills and superior verbal and written communication skills.
• Strong collaboration skills, and experience working in a team environment is essential.
• Achievement orientation and demonstrated success in tracking projects from inception to completion.
• Work well under pressure, managing multiple responsibilities simultaneously.
• Capable of independent work coordinating multiple responsibilities.

Preferred Qualifications

• Knowledge of project management and productivity software (ex, Asana) a plus.
• Calm, welcoming demeanor and ability to maintain a sense of humor in a fast-paced environment while getting work done is essential.

Equal Opportunity Employer / Disability / Veteran

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