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Columbia University Coordinator in New York, New York

  • Job Type: Support Staff - Union

  • Bargaining Unit: Local 2110

  • Regular/Temporary: Regular

  • Hours Per Week: 35

  • Salary Range: $49,583 Minimum

Position Summary

CSER is seeking a motivated, experienced administrative coordinator who will play a key role in streamlining our center’s workflow and responsible for general administrative, clerical, and executive support tasks to ensure organizational sustainability.

Responsibilities

Reporting to and working closely with the Assistant Director, the incumbent provides administrative and clerical support to the Center for the Study of Ethnicity and Race (CSER). CSER establishes connections and facilitates interaction among faculty; students, alumni, other CU employees, community and organizations to generate opportunities that support students pursue their higher education, and professional objectives. Instill a welcoming and enjoyable experience for visitors to the office, over the phone and in all digital communications. Responsible for opening office at the start of business day, punctuality is of the utmost importance.

Financial

Responsible for the process of all financial transactions in Columbia University's complex financial system modules such as Accounting

and Reporting at Columbia (ARC) and procurement systems as well as a variety of financial systems and reports (invoices, TBERs, vouchers, requisitions, purchase orders, check requests, etc.), as well as working with vendor management to create new vendor profile

and determine and prepare required forms. Assist with maintaining/updating of the CSER share drive filing system for financial tracking of transactions, back up documentation and other business related documents. Liaise with the University's Accounts Payable, Purchasing and other financial departments and with external vendors to resolve any issues with payments or financial transactions. Process initial hire for work-study and biweekly payroll and maintain work-study hour log excel sheet. Assist with other financial processing as requested.

Essential Functions for Grade:

  1. Updates online Google calendar with events and class schedule, manages correspondence; drafts/edits/types up correspondence and reports; and maintains confidential files and records, screens calls and visitors.

  2. Assists faculty with lectures and events, coordinates and handles all logistics for speakers including arrangement of transportation and meals, tracks and processes travel reimbursements via TBER and ARC procurement systems. Schedules departmental faculty meetings and functions, handles logistics (A/V equipment, catering, copies and distribution of materials).

  3. Assists with administrative and operational aspects of event management for a high volume of programs: arranging travel reservations for guest speakers, booking hotel rooms, submitting honorarium requests and travel reimbursements, reserving event space, catering, A/V, and responsible for event space set-up and troubleshoot issues as they arise. The incumbent, in consultation with the Assistant Director, will draft event publicity materials including fliers and email notices and will advise on event budgets and process expenditures.

  4. Coordinates schedules of center's seminar room. Provides administrative support for MOA (Masters of American Studies program) as needed. Support the administration and logistics of the summer programs.

  5. In consultation with Assistant Director will update general and routine information via WIX for departmental website. Maintains office inventory and orders equipment and all supplies.

Minimum Qualifications

High School diploma or its equivalent required. 3 years of related experience required.

Preferred Qualifications

College degree preferred. Minimum 2 years experience preferred with Columbia University’s complex financial system modules such as Accounting and Reporting at Columbia (ARC) procurement systems as well as a variety of financial systems and reports. Working knowledge of Microsoft Outlook, Word, PowerPoint, and Excel.

Position-Specific Minimum Qualifications

Demonstrated ability to be resourceful, work independently and contribute successfully to a team is essential. The ability to plan, prioritize and balance the workload of several projects simultaneously in a fast-paced environment is required.

Equal Opportunity Employer / Disability / Veteran

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

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