Reporting to the Assistant Director, the incumbent provides administrative assistance and travel arrangements for the Director, managing the Director's schedule and appointments, correspondence, filing and incoming phone communications and submitting travel expense reimbursements in the ARC system. He/she will perform similar duties for the Executive Director as required. The incumbent will assist in the planning, publicity and onsite production of Academy events.
The incumbent is responsible for administrative duties in support of the Fellowship program and for general Academy staff and office needs, including information packets for fellows, arrangements for library privileges, ID cards, email and checking accounts, business cards, and for other internal procedures related to arrival of new Fellows.
He/she communicates with incoming Fellows and initiates applications for their J1 visas, acts as liaison with the Department of Housing and the Benefits Office at Columbia in preparation for Fellows' arrivals; oversees office preparations, assists Fellows in orientation upon arrival, and oversees distribution of keys to new building residents.
The Administrative/Events Coordinator works with the Assistant Director and Communications Officer in the planning, publicizing and production of events. Duties include scheduling and dissemination of publicity (emails, website, social media, and fliers), invitations, and assembling planning materials for events.
The incumbent schedules caterers and student staff as well as proctors and occasional volunteers. Events range in purpose, size and scope including, seminars, conferences, guest speakers, receptions, high-level state visits, workshops, as well as internal events for Academy fellows, guarantors and donors.
The incumbent verifies and proofreads text and data for publicity, creates and uploads registration pages and links, downloads, sorts and compiles registration lists for use at events and programs.
The incumbent provides support for events by preparing and maintaining the Academy sign-in registry, greeting and directing the public, and overseeing set up of food and beverages at receptions, coordinating with temporary staff (bartenders and proctors) and overseeing the work of student staff at the reception desk.
Under the supervision of the Assistant Director, the incumbent reviews applications for work study positions, interviews applicants and coordinates, schedules and oversees the student employees in the reception area.
He/she arranges work study staffing for events, and directs students in daily duties relevant to maintenance of the front office and fellowship program, distribution of fliers and other promotional activities.
The Administrative/Events Coordinator is responsible for overseeing and maintaining order in the reception area, storage area and at work study stations and opening the building during regularly scheduled hours, (turning on the lights, intercom and Hvac or heating units when applicable as well as closing the building when applicable).
Front office duties include reception, greeting, screening and directing visitors, telephone and intercom reception, signing for deliveries, handling incoming and outgoing mail, fed-ex, faxes, ordering supplies, office filing.
He/she directs and responds to inquiries through the general Academy email account and communicates with staff with regard to office concerns and orders office supplies.
The incumbent initiates vouchers in the ARC system.
High school diploma or equivalent
Overtime required during peak seasons particularly for regular evening events and occasional weekend conferences.
Must be a self-starter with the desire to work in an organization that is growing and experimenting with new practices; must be an adaptable team player who will initiate tasks for which s/he is responsible on a daily, weekly or seasonal schedule and pitch in when help is needed; must have strong enjoyment of team participation.
Superior communication and interpersonal skills as well as patience and equanimity. Discretion and tact required.
Strong computer skills necessary, including Word and Excel. Familiarity with use of Power Point and Mac computers is required.
A minimum of 2 years' related experience strongly preferred.
College degree strongly preferred. Knowledge of Italian language desirable as well as genuine interest in the mission and goals of the institution.
Familiarity with AV equipment (microphones) highly desirable.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 505801
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.