Administrative Manager to Co-Founding Dean, Columbia Climate School
Location: New York, New York
Internal Number: 518785
Job Type: Officer of Administration
Bargaining Unit: N/A
End Date if Temporary: N/A
Hours Per Week: 35
Salary Range: Commensurate with experience
The Columbia Climate School seeks a self-motivated and detail-oriented and experienced Administrative Manager to provide high-level executive administrative managerial support to the Co-Dean. The Administrative Manager will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Co-Dean???s Office, including highly sensitive and/or confidential matters. The Administrative Manager serves as a key member of the Co-Dean???s staff and a central resource for the coordination and/or planning of the Co-Dean???s activities. They will work closely with the Co-Dean to: Manage complex and extensive schedule and travel; Keep the Co-Dean abreast and well informed of upcoming commitments, responsibilities and relevant information, and ensure appropriate follow up and resources are available. The Administrative Manager will also be accountable for drafting correspondence and correspond on the Co-Dean???s behalf as needed, generating and processing reports, and managing and/or coordinating projects and assignments that facilitate the Co-Dean's ability to provide leadership for the Climate School. They will be responsible for planning meetings and events and for special projects, as assigned.
Executive Support: Responsible for managing the Co-Dean???s extensive and complex calendar and travel arrangements. Manages a complex meeting schedule and prepares meeting materials and follow-up documents. Ensures the Co-Dean is well informed of upcoming commitments and responsibilities and is appropriately briefed. Evaluates and prioritizes time requests and manages schedules under significant constraints. Coordinates and assists in gathering resource information for meetings and presentations and prepares reports and presentation materials. Manages all incoming requests to the Dean and exercises independent judgement to determine most appropriate action for routing, responding to and/or addressing inquiries. Ensures that the Co-Dean???s biography and related materials are kept updated. Responds to requests for materials regarding the Co-Dean and Climate School in general. Plans and develops workflow procedures, ensuring correct and timely completion of all administrative work. Assists in scheduling and coordinating the agenda of senior management team meetings and other internal staff meetings. Welcomes guests, in person and on the phone, and serves as the principal public relations ambassador for the Co-Dean???s office, answering or directing inquiries as needed. Interacts, on behalf of the Co-Dean, with senior University administrators, department chairs, program directors, deans and the general University community. Manages the Co-Dean's Office budget; processes financial reimbursements and reconciles transactions for the Co-Dean.
Communications and Outreach: Edits or completes first drafts for written communications (emails, memos, letters) to internal and external stakeholders, on behalf of the Co-Dean, as needed. Manages communication as needed on behalf of the Co-Dean with Climate School staff, University administration, Board members, donors, and others, on matters related to the Co-Dean???s office. Collaborates with the Co-Dean???s team and the Development team in coordinating the Co-Dean's outreach activities. Follows up, as appropriate, on contacts made by the Co-Dean and supports the cultivation of ongoing relationships.
Other Duties: Assists in planning, implementation, and coordination of special events and special projects at the request of the Co-Dean. Participates actively in organizational initiatives and projects. Manages all other duties as assigned by the Director.
Bachelor???s degree or equivalent combination of education and experience required.
At least 5 years of related work experience supporting a senior level executive.
Executive administrative experience managing a broad range of tasks, managing and prioritizing a complex calendar of executive and operational meetings for a senior level executive is required.
Must possess strong organizational and project management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Excellent written and verbal communication skills in English.
Demonstrated proactive approach to problem solving with strong decision-making capability is also required.
Proven ability to handle confidential information with discretion.
Demonstrated ability to adapt to various competing demands.
Demonstrate the highest level of professionalism is essential.
Experience in higher education administration highly desirable.
Must be proficient in Microsoft Office (MS Word and PowerPoint). Must be able to work independently and under pressure, resourceful, adaptable, able to manage multiple tasks simultaneously in a fast-paced environment. Must exhibit a high level of professionalism in presentation, communication and judgement at all times with initiative, tact and diplomacy. Demonstrated ability to anticipate needs and the ability to exercise discretion and judgment in matters that are sensitive and confidential is required. Must be a team player and able to effectively interact with all levels of faculty, staff and stakeholders.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
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.