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Teachers College, Columbia University Academic Secretary in New York, New York

Academic Secretary

Apply now ( Job no: 509939

Position type: Staff

Location: New York

Categories: Office/Clerical

Posting Summary:Job Summary/Basic Function:

The Adult Learning and Leadership/AEGIS program, in the Department of Organization & Leadership, is seeking an Academic Secretary who exhibits strong service orientation, office support, excellent communication, organizational, and time management skills. The candidate must have the ability to prioritize and handle simultaneous demands and to meet deadlines. The ideal candidate should possess a strong work ethic, sense of initiative, be a team player, have the ability to multitask while maintaining professionalism, and have excellent follow up skills. The person in this position is also expected to maintain office decorum, assist program/department members and all visitors in a friendly, professional, and respectful manner. The incumbent will be responsible for the daily operation of the program office. The position reports directly to the Program Manager.

Duties include but are not limited to:

  • Provide critical weekend and evening support to AEGIS, a fast-track doctorate degree program that meets only on weekends, Fri-Sat. (besides the summer sessions). Candidate must be able to work some Saturdays (about 4 in one academic term; attend AEGIS events, such as welcoming reception, holiday dinner party, and other evening events that may be planned for the year, etc.).

  • Provide secretarial support to full-time faculty, and part time instructional staff, program managers, other academic assistants, and department staff.

  • Assist prospective and current students with questions; answer phones; greet visitors.

  • Support administrative aspects of Adult Learning programs including but not limited to, student information database, degree tracking, course scheduling, room assignments, duplicating class materials, placing book and course packet orders.

  • Assist with preparing and processing of check requests, requisitions, travel expense reports and data entry.

  • Maintain program and student records and archive past student files.

  • Under supervision of Program Director or Program Manager, oversee office communications and correspondence, including the composition of letters and memos; take/transcribe meeting minutes; draft program literature including program newsletter, faculty booklets, and program training information.

  • Coordinate and arrange calendars and meetings and schedule appointments.

  • Assist program and department with web development and maintenance.

  • Office management including supply orders, inventory, facilities work orders, and office equipment maintenance.

  • Under supervision of Program Director or Program Manager, help to coordinate program conferences and other special events.

  • Assist in supervising and evaluating work study students in consultation with Program Manager.

  • Coordinate errands, breaks, and lunch with other secretarial staff as instructed by Program Manager.

  • Other related duties, including responsibilities to the department.

Minimum Qualifications

  • Minimum high school diploma required.

  • At least two years of administrative experience, or the equivalent in experience, training, and education.

  • Excellent grammar, spelling, punctuation, and diction.

  • Accurately type 55 words minimum.

  • Strong computer literacy, specifically, MS Word/word processing ability; prefer spreadsheet experience.

  • Excellent customer service, communication and organizational skills; must be detail-oriented; able to work with deadlines and conflicting demands. Must be able to multi-task and prioritize work without constant assistance.

  • Ability and willingness to follow up (and report back) as needed and to create and maintain a system for tracking data and projects.

  • Willingness to keep skills updated, including participating in professional development and other trainings as requested.

  • Flexibility to work 10:00am - 6:00pm each week.

  • Willingness to work overtime (including evening and weekends) as approved and needed by program or department.

  • Ability to abide by Confidentiality Agreement.

Preferred Qualifications:

  • Experience working in a higher education institution preferred.

  • Knowledge of or willingness to learn database and web development.

  • Knowledge of Google Apps and Adobe Connect preferred. Technology savvy.

  • Ability to work collaboratively when necessary.

Salary Range:

$28.50 - $28.50

Advertised: Oct 25, 2022 Eastern Daylight Time

Applications close: