Administrative Coordinator
4 weeks ago
Job Summary
The Administrative Coordinator will provide administrative support to the Executive Assistant & Office Manager, with a dotted line to the Chief Operating Officer. This role will be responsible for handling office-related administrative matters, ensuring adherence to operational policies and procedures, and exercising judgment, decorum, discretion, and confidentiality in communications with all levels of University administrators, trustees, and external constituents.
Key Responsibilities
• Ensure that visitors are appropriately received and greeted.
• Schedule internal and external meetings, travel arrangements, and cover a multi-line telephone as necessary.
• Distribute physical mail and prepare outgoing mail/packages, including quarterly board meeting presentation materials.
• Create and maintain office documents and records using Word and Excel, including travel and expense records.
• Identify and process high-volume incoming electronic documents, including capital calls, cash distributions, audited financial statements, Schedule K-1s, monthly and quarterly reports, and legal documents.
• Revise business contact information in internal databases as necessary.
• Oversee the maintenance of the physical office, supplies, furniture, and related projects.
• Plan and research office-wide events.
• Handle inter/intra-office communications and interactions professionally and diplomatically.
• Perform other related duties as assigned.
Requirements
• Bachelor's degree and/or the equivalent plus a minimum of two-four (2-4) years of related experience required.
• Excellent customer service, interpersonal, communication, and organizational skills required.
• Must be able to maintain confidentiality.
• Highly proficient computer skills required, including demonstrated ability to create complex spreadsheets, flexibly apply and adapt to technology, and navigate databases.
• High degree of accuracy and ability to handle multiple projects with competing priorities are essential.
• Must be able to work independently and take a proactive approach.
• Must be able to work well with all levels of employees, be flexible in nature, have sound judgment, and an open and collaborative style, encourage teamwork, and value cooperation across the broader organization.
• Must have a passion for excellent customer service and commitment to exceptional quality.
Equal Opportunity Employer
Columbia University is committed to the hiring of qualified local residents.
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