Administrative Manager

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $72,000 - $78,000

Position Summary

The Administrative Manager in the Office of the Executive Vice President for Arts and Sciences provides high-level support to senior leadership by managing multiple complex calendars and coordinating a range of regular and ad hoc meetings. The Administrative Manager oversees front office operations, ensuring consistent desk coverage and the smooth day-to-day functioning of the office. Additional responsibilities include planning special events and gatherings, conducting independent research, preparing reports and meeting materials, and supporting various ad hoc projects.

Arts and Sciences is the intellectual heart of Columbia University. Home to more than 1,000 faculty, 60 research centers and institutes, and 28 academic departments, A&S provides a transformative educational experience to more than 16,000 undergraduate, graduate, and PhD students at Columbia - nearly half the student body. Our field-defining research - anchored in the humanities, social sciences, and natural sciences - engages fundamental questions about our society and world and supports Columbia's broader mission to advance knowledge, learning, and impact at the highest levels.

Responsibilities

• Manage the complex and extensive calendars for multiple senior administrative leaders within the Office of the Executive Vice President for Arts and Sciences.
• Lead the planning and execution of meetings from start to finish, serving as a primary liaison between the Office of the Executive Vice President, University leadership, and faculty and staff across the Arts and Sciences.
• Maintain a professional and welcoming front office presence while providing essential operational support to ensure the smooth and efficient functioning of the work environment.
• Manage the flow of incoming communications, anticipate needs, and respond independently and professionally. Operate with minimal supervision, adapting swiftly to shifting priorities, and effectively triage requests to ensure timely follow-up.
• Manage travel arrangements and accommodations when necessary.
• Process invoices, reimbursements, procurement, and purchase orders and provide additional support for the Office of the Executive Vice President's administrative needs.
• Independently and collaboratively lead special projects, including organizing in-person and virtual events, workshops, and gatherings, etc.
• Provide administrative support on both new and ongoing research initiatives, as well as A&S committees led by senior administrative leaders.
• Coordinate with Arts and Sciences Information Technology (ASIT) to arrange technical support for the senior administration.
• Perform related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree and/or equivalent of two years of related working experience.

Preferred Qualifications

• 4 years or more of related experience in higher education.
• Working knowledge of relational databases (ARC, Concur, etc.).

Other Requirements

• Proven ability to perform intricate tasks that demand quick turnaround while showcasing independent judgment and precision. Balance diplomacy with assertiveness when collaborating with diverse staff.
• Experience with simultaneously managing multiple calendars management for senior-level executives.
• Availability for occasional late evenings based on scheduled events.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Work well in an interactive team environment.

Equal Opportunity Employer / Disability / Veteran

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