Administrative Coordinator

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,300–$70,000

Position Summary

This role provides high-level administrative and operational support to the Vice Provost for Faculty Advancement, serving as the primary executive assistant while helping manage daily office functions and event logistics. Responsibilities include complex calendaring, travel coordination, budget and invoice tracking, vendor management, office communications, website and social media updates, and coordination of programs and events. The position requires strong organizational, communication, and multitasking skills, along with discretion, attention to detail, and the ability to work effectively with a wide range of stakeholders in a fast-paced university environment.

Responsibilities

Executive Assistance

• Serve as executive assistant to the Vice Provost for Faculty Advancement.
• Manage complex calendaring, including scheduling internal and external meetings and coordinating travel, accommodations, and reimbursements.
• Monitor and respond to scheduling-related communications requiring timely adjustments.
• Proactively communicate schedule changes and anticipate conflicts or shifting priorities.
• Exercise a high level of discretion and professionalism in all interactions.
• Basic budget and finance management including invoicing and vendor relationship

Office Coordination

• Manage shared inboxes and triage requests to appropriate staff.
• Support general office operations, including supply management and coordination of deliveries.
• Supports office staff to execute website updates and posts approved content to social channels
• Maintains a centralized calendar/database of OVPFA programs and events on the OVPFA website.

Event Logistics

• Co-manage end-to-end event logistics, including invitations, registration tracking, room reservations, catering coordination, and post-event follow-up.
• Coordinate with vendors, receive deliveries, and oversee room setup and day-of logistics.
• Track attendance and ensure smooth execution of events.
• Serve as the primary contact for vendor logistics and invoice collection.

Minimum Qualifications

• Bachelor’s degree and/or its equivalent and a minimum of two of related experience required; preferably in a university or other complex organization
• Strong organizational skills and ability to manage multiple priorities.
• Excellent written and verbal communication skills and ability to communicate effectively with a variety of stakeholders.
• Experience with event logistics and coordination.
• Ability to work with a wide range of stakeholders.
• High level of discretion, attention to detail, and adaptability.
• Executive Assistance experience preferred.

Preferred Qualifications

• Proficiency in Microsoft Office, Google Workspace, Zoom, Canva, and Adobe Acrobat.
• Familiarity with email marketing tools (e.g., HubSpot) and project management platforms (e.g., Asana) preferred.

Equal Opportunity Employer / Disability / Veteran

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