Columbia University Administrative Coordinator in New York, New York

Position Information

Job Title

Administrative Coordinator

Job Code Title

Job Requisition Number



4022- A&S English & Comparative Lit



Job Type

Officer Full-Time Regular

Bargaining Unit

If temporary, indicate duration

Hours Per Week


Job Family

General Administration

Salary Grade


Salary Range

Commensurate with experience.

Advertised Summary Job Description

The incumbent, the single administrator in an unusually busy office of

a University Professor in the Humanities, manages the daily

operations of the office, including a daily volume of unsolicited

international inquiries, often ranging to several hundred emails a day.

The incumbent must maintain correspondences with individuals in a

wide variety of fields and on a diverse array of topics, ranging from

international social activism to scholarly conferences and events in

fields embracing all the social science and humanities disciplines from

philosophy to law and architecture and religion. Incumbent screens

and replies with discretion to inquiries from academic institutions,

museums and art galleries, governmental and nongovernmental

agencies, and requests from the press for interviews. He/she must

also maintain correspondences with publishing houses, the press and

journal editors. The incumbent makes decisions on priorities in terms

of importance for various kinds of engagements and maintains a

multilevel executive calendar (covering a two-year span); keeps daily

and long-term logs, with a diversified tickler file.

He or she manages a heavy international travel schedule, including

arranging foreign and domestic transportation, seeking

reimbursement for expenses from other institutions, maintaining

information on visa requirements and providing the Professor with

up-to-date information on all travel arrangements. The individual

arranges and tracks a large number of meetings for the Professor,

including with international colleagues. The incumbent further

maintains correspondence with international advisory groups, keeps

all details of book and article publication, series editorships, editorial

deadlines, visiting professorships, a worldwide multilevel

multidisciplinary schedule of recommendation letters and promotion

reviews, and unsolicited keynote address trips. He/she also assists

the Professor in fund raising efforts.

The incumbent manages and monitors the office's annual budget,

creates financial reports as needed, and has responsibility for regular

and occasional disbursements on a timely basis. He/she is responsible

for project coordination, planning of academic conferences and important special events, and budgeting accordingly. She or he is

responsible for accounts payable activities, ensuring the timely flow

of payments for coordinated events. The incumbent assists the

Professor with all on-campus, off-campus, local, national, and

international activities as required.

She or he is expected to be able to anticipate needs for

correspondence and to be able to undertake basic communications

independently, to work without direct supervision, but to be able to

respond quickly to changing demands, new priorities and schedule

changes. Incumbent performs other duties as assigned.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

Bachelor's degree or equivalent related experience required. Three to five years' related experience required.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Previous administrative and/or office management work experience,

preferably in an academic environment, and ability to understand

office priorities and be proactive are required. Excellent organizational

and communication skills required. Ability to exercise good judgment,

work under pressure and deadlines, and carry out multiple tasks with

minimal supervision required. Highly proficient with PC, Microsoft

Word, Excel and Internet navigation. Must have experience in

maintaining a busy and extensive calendar, preferably a multilevel

executive calendar.

Special Instructions

Preferred Qualifications

Prior experience with arranging and tracking international travel

arrangement preferred. Some fund-raising helpful.

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:

There are no special indications for this position

HIPAA Compliance training required


Participation in Medical Surveillance required


What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date


Requisition Close Date

Open Until Filled

Quick Link

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

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