Columbia University Executive Assistant and Project Coordinator in New York, New York

Job TitleExecutive Assistant and Project Coordinator

Job Code Title

Job Requisition Number 095931

Department 4502- CCO P&A Deans Office

Location Morningside

Job Type Officer Full-Time Regular

Bargaining Unit

If temporary, indicate duration

Hours Per Week

Job Family Administrative Support

Salary Grade 11

Salary Range

Advertised Summary Job Description Reporting to the Vice Dean and Chief Administrative Officer of Columbia College, the Executive Assistant and Project Coordinator provides proactive, responsive, and effective executive-level support to the Vice Dean and members of Columbia College's Dean's Office. Working independently, the Executive Assistant and Project Coordinator serves as a central resource to staff and coordinates complex tasks and projects for the Dean's Office.


a. Provide confidential, executive-level support to the Vice Dean and several members of the Dean's Office leadership team, which includes managing extensive and complex calendars. Prepare complex correspondence with minimal oversight. Support the Dean of Columbia College in the absence of the Dean's Executive Assistant. Develop, lead and maintain systems and processes to facilitate the effective management of deliverables. Serve as a liaison between the Vice Dean and various constituents of Columbia College including administrators, faculty, students and alumni. Follow up as needed with appropriate staff members for assigned tasks and projects. (45% of total effort)

b. Serve as a point of contact and resource referral for Dean's Office inquiries with appropriate judgement and professionalism. Provide a warm welcome to visitors in the Dean's suite, many of whom are high profile, and direct incoming guests to the appropriate location. Create and facilitate an office environment that is sensitive and responsive to the needs of the College's varied constituencies ? students, families, faculty, alumni and University partners. (10% of total effort)

c. Work independently on ongoing and ad hoc special projects for the Columbia College Dean's Office including preparation of materials for meetings and presentations, data analysis, research projects on policies and trends, management of school or department-wide initiatives, and other projects as needed. Provide logistical and administrative support for working groups that are led and/or coordinated by the Dean's Office. Provide project management support on assigned initiatives. Contribute to the support of events, programs, and projects for the Columbia College Dean's Office. (30% of total effort)

d. Provide administrative and logistical support for the Board of Visitors (BOV) and other advisory boards/committees established by the Dean of Columbia College. (10% of total effort)

e. Perform additional related duties as assigned. (5% of total effort)

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant Bachelor's degree and/or its equivalent required. Minimum of two to four years of related experience required.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant Exceptional written and verbal communication skills with evidence of patience, diplomacy, professionalism and discretion. Ability to juggle multiple, competing priorities in a fast paced, complex environment with limited direction and with superior attention to detail. Superior professional interpersonal relationship management skills, with demonstrated ability to work both in a team and independently. Ability to manage confidential, sensitive information appropriately. Demonstrated proficiency in working with the Microsoft Office Suite.

Applications received without a resume and cover letter will not be considered.

Special Instructions

Preferred Qualifications Project management and data analysis experience highly preferred. Preference for related experience in a higher education institution or other highly complex organization.

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:

HIPAA Compliance training required No Response

Participation in Medical Surveillance required No Response

What type of posting? Is this a waiver request? Standard Posting

Requisition Open Date 12-06-2018

Requisition Close Date

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EEO Statement Columbia University is an Equal Opportunity/Affirmative Action employer --Race/Gender/Disability/Veteran.

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

This organization is a federal contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA). The final rules now require contractors and subcontractors to invite applicants to self-identify as protected veterans or individuals with disabilities.

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