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Columbia University Administrative Manager in New York, New York

  • Job Type: Officer of Administration

  • Regular/Temporary: Regular

  • Hours Per Week: 35

  • Salary Range: Commensurate with experience.

Position Summary

The Department of Art History and Archaeology at Columbia University is a large and diverse department with over 28 full-time faculty members; nearly 200 graduate students; over a hundred undergraduate majors; and more than a dozen lecturers, adjuncts, post-doctoral fellows, and researchers. The department has two MA programs, it is the home of the new Mary Griggs Burke Center for Japanese Art and the Media Center for Art History, and it currently hosts the University’s new Comparative Media Center. As part of its mission, the department administers and teaches Art Humanities, a central part of the Core Curriculum. The department's faculty and students excavate at various sites in Europe and the Middle East, and conduct research and on-site seminars around the world.

Reporting to the Director of Academic Administration and Finance (DAAF) and consulting with the department's Business Manager, the incumbent is responsible for a variety of day-to-day financial and administrative functions in the department. He/she must be capable of learning new and complicated applications quickly and must be highly motivated, sound in judgment, capable of solving problems, and prepared to work independently as well as part of a team.


--Takes the lead in processing hiring and reappointment paperwork for a wide variety of complex, highly detailed department appointments, including student, adjunct, summer session, and casual appointments; gathers and reviews paperwork for accuracy and consistency, and oversees follow-up communications with over a hundred department hires yearly to ensure that all documentation is submitted promptly and in compliance with University and government policy. Drafts offer letters for adjunct, lecturer, research associate, teaching fellow and other term appointments. May be asked to coordinate faculty and instructional searches.

--Gathers and reviews multiple complex documents for faculty green card applications, visas and visiting scholar applications that are often in languages other than English, acts as a liaison with International Students and Scholars Office and international faculty and scholars; must be able to understand and explain intricate policy guidelines.

--Shows flexibility and financial acumen on short notice to cover a wide array of financial responsibilities for the business manager, including procurement and P-card transactions, budgeting, and reconciliation' has DAF signature authority to authorize transactions in University financial systems including but not limited to ARC, FFE, PAC, labor accounting, and the Budget Tool.

--Works as a team with the business manager to handle complex international financial transactions for the department as needed.

--Manages a wide variety of arrangements for group travel abroad, faculty searches, archaeological digs, international symposia, and related activities; must be able to quickly learn the necessary skills to work with the business manager and financial assistant to process related expenses as needed.

--Works as a team with the business manager and the Office of the EVP for A&S to perform fiscal year-end closing.

--Manages department mass mailings, works with University development office to update and maintain alumni and donor mailing lists with over 4000 entries, managing arrangements with a variety of campus offices including the mailroom and print services. Writes thank you letters to donors.

--Provides adhoc reports including reports on funding, enrollments, and alumni placements as needed.

--Hires and supervises office work study students.

--Manages key distribution for department.

Other responsibilities and special projects as required. Some evening and weekend hours may be required.

The position provides an excellent opportunity to learn about many aspects of financial and academic administration firsthand in a leading Columbia department.

Minimum Qualifications

Bachelor's degree or equivalent required and 0-2 years related experience, or equivalent combination of education and experience.

Must be a pro-active, flexible, team player with excellent organizational, interpersonal, and verbal and written communication skills; acutely attentive to detail and computer savvy. An ability to work independently with changing priorities and multiple responsibilities is a must, as is sound judgment. A positive professional attitude is essential. Must exercise tact and discretion. Ability to prioritize, multitask, and pay close attention to detail is essential. Must be comfortable working with numbers and have proficiency using Excel.

Preferred Qualifications

Prior higher education experience preferred. Some financial and/or HR processing experience preferred. Some experience using Oracle-based applications preferred.

Equal Opportunity Employer / Disability / Veteran

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