Sign upLog in
Administration Jobs

Administrative Manager

Columbia University in the City of New York

New York, NY

Apply
JOB DETAILS
SALARY
$70,000–$80,000 Per Year
SKILLS
Administrative Management, Administrative Procedures, Administrative Skills, Budgeting, Calendar Management, Catering Services, Communication Skills, Customer Support/Service, Database Administration, Delivery Management, Documentation, Establish Priorities, Event Management, Executive Assistant Skills , Expense Tracking, Facilities Management, Follow Through, Government, Higher Education, Inventory Management, Leadership, Local Government, Logistics, Logistics Management, Mail Processing, Manage Agenda, Microsoft Office, Multitasking, Office Equipment, Office Management, Operational Support, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Project Development, Project Tracking, Project/Program Coordination, Public Administration, Public Affairs, Record Keeping, Research Skills, ServiceNow, Slack, Systems Maintenance, Team Player, Technical Leadership, Time Management, Travel Planning, Vendor/Supplier Management, Writing Skills
LOCATION
New York, NY
POSTED
1 day ago
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Standard Work Schedule:
  • Building: Low Library
  • Salary Range: $70,000 - $80,000
The salary of thefinalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Vice President for Government and Community Affairs, the Administrative Manager provides proactive, strategic, and detail-driven administrative and operational support for the Office of Government and Community Affairs (GCA). The incumbent executes a wide range of administrative, project, and program support essential to the functioning of the office, while assisting with the planning and execution of internal and external events, and collaborating closely with the Office of Public Affairs administrative team.

Responsibilities

Executive Support & Calendar Management
  • Manage complex calendars for the Vice President and other GCA team members, resolving conflicts and prioritizing commitments in alignment with strategic priorities.
  • Coordinate complex travel arrangements and accommodations, working with the operations team to ensure expenses are submitted accurately and in a timely manner.
  • Handle sensitive government and community affairs matters with the highest level of confidentiality and discretion.
  • As needed, provide additional executive-level and department-wide support for the EVP/SVP Office of Public Affairs, coordinating closely with the Office of Public Affairs Director of Administration.
Meeting and Event Coordination
  • Organize and schedule recurring leadership, committee, and team meetings, including developing agendas, preparing background materials, and tracking action items.
  • Lead the planning and execution of internal and external events, workshops, orientations, and interviews from inception through post-event follow-through.
  • Manage detailed event logistics, including room bookings, catering arrangements, technology coordination, and vendor management within budgetary constraints.
  • Generate guest QR codes for campus access for visiting individuals and groups, and serve as a primary liaison for visitors.
Communication and Correspondence
  • Act as a primary point of contact for high-level constituents, ensuring diplomacy, professionalism, and a customer-service orientation in all interactions.
  • Manage and triage incoming communications, including inquiries from the Office of the President and the general GCA email and phone lines.
  • Draft and deliver correspondence on behalf of the VP and GCA team for various internal and external stakeholders.
  • Maintain and manage digital stakeholder databases and contact lists.
  • Track and maintain accurate engagement history, communication records, and contact information for key government and community stakeholders.
  • Collect and distribute office mail.
Operational Support and Logistics
  • Coordinate and refine administrative procedures and workflows to ensure seamless day-to-day office operations.
  • Oversee office physical and technical infrastructure, managing facilities requests and coordinating IT and office equipment issues, working closely with the operations team.
  • Manage inventory of office and kitchen supplies with attention to budget constraints.
  • Maintain organized filing systems, shared drives, and knowledge libraries to ensure accurate record-keeping.
Program and Project Coordination
  • Support the implementation and execution of GCA projects and programs.
  • Conduct research assignments and assist with the development of executive briefings, presentations, and substantive documentation for senior-level meetings.
  • Assist in developing project timelines, tracking progress, and managing deliverables to ensure initiatives align with the department's mission.
Minimum Qualifications
  • Bachelor's degree and/or equivalent.
  • Minimum of 3 years of full-time professional experience in a related field.
  • Excellent written and verbal communication skills with the ability to collaborate effectively across departments.
  • Advanced proficiency with digital tools, including the Google Workspace, Microsoft Office Suite, and Zoom conferencing.
  • Proven ability to perform intricate tasks with precision, handle multiple demands simultaneously, and remain calm under pressure.
  • Demonstrated record of reliability, tact, diplomacy, and the ability to maintain high confidentiality.
Preferred Qualifications
  • Prior experience supporting an executive-level office or position in a higher education or complex organizational setting.
  • Experience working with local government and/or community stakeholders.
  • Knowledge of specific Columbia University systems, such as ServiceNow, Concur, Slack, Bedework, and RingCentral.

Equal Opportunity Employer / Disability / Veteran

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

About the Company

C

Columbia University in the City of New York

Similar Job Searches

Administrative Assistant Jobs in New York, NYAdministrative Coordinator Jobs in New York, NYAdministrative Associate Jobs in New York, NYAdministrative Specialist Jobs in New York, NYAdministrative Director Jobs in New York, NYAssistant Coordinator Jobs in New York, NYAdministrative Officer Jobs in New York, NYAdministrative Analyst Jobs in New York, NYAdministrative Supervisor Jobs in Brooklyn, NYAdministrative Supervisor Jobs in Queens, NY