Advertised Summary Job Description: Reporting to the Program Coordinator, with a dotted line to the Director of Academic Administration and Finance (DAAF), the incumbent is responsible for reception coverage and providing administrative support to the chair and faculty in the Sociology department.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES The incumbent greets and screens visitors and incoming calls, answers telephone, takes messages and directs callers and visitors to the appropriate parties; serves as the first point of contact for students and escalates student concerns to the Program Coordinator as necessary; responds to routine inquiries concerning department affairs; maintains the reception area; maintains updated calendar of department meetings and events; orders supplies; performs duplication and scanning of materials; maintains electronic files; receives paperwork from students; orders course supplies, textbooks, and office equipment as directed; maintains an orderly filing system and files paperwork appropriately and promptly; assists with all aspects of event logistics including booking travel, coordinating catering, space and other logistics for departmental events. Updates departmental website information. Acts as backup to the Financial Assistant and as a backup initiator as needed.
Receives reports of maintenance emergencies (i.e. elevator, electricity, and plumbing), communicates with Facilities Management for repairs, and tracks status of pending repairs to completion; maintains calendar for department spaces; maintains and coordinates audio-visual equipment sign out sheets; organizes, tracks and distributes keys to practice rooms. Monitors inventory, condition and security of offices and office equipment, preparing service contracts. Assists with catering orders for department meetings, events and workshops. Tracks and orders office supplies; and oversees maintenance and repair of office equipment. Trains and supervises office Work-Study students.
Assists department chair with scheduling and travel arrangements. Acts as backup to the Financial Assistant and as a backup initiator as needed.
Performs other administrative duties as assigned.
General Minimum Qualifications: High School diploma or its equivalent required. Two years of related experience required.
Additional Specific Minimum Qualifications: Excellent interpersonal, organizational and communications skills with friendly demeanor required. Ability to work in a busy departmental office with faculty, and students. Must be able to manage multiple concurrent projects with varying deadlines and minimal supervision. Demonstrated patience, tact, and the ability to work well with faculty and students. Attention to detail required. Familiarity with Microsoft Word and Excel, Internet, and other related programs.
Preferred Qualifications: Some college preferred. Proficient in WordPress. Proficiency or ability to acquire proficiency with content-management University systems.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_171192
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.