• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $75,000 - $82,000

Position Summary

University Life was created to enhance the student experience for all students at Columbia University. Working in collaboration with students, faculty, and staff, University Life improves the student experience by strengthening resources, creating spaces for important conversations, creating a more inclusive campus and building community outside of the classroom.

Our efforts all connect to core values for the Columbia community:

• Inclusion and belonging

• Health and well-being

• Sexual respect

• Community citizenship

Who We Are: University Life is a central division focused on enhancing the student experience for all students across Columbia's 17 schools and colleges. We serve as a student life hub for the University and are committed to promoting an inclusive campus culture where students can thrive in all dimensions of their lives.

University Life's central office is situated within the wider 'umbrella' of the University Life division, which includes Student Life, Religious Life, Community Impact and the Center for Student Success and Intervention (formerly known as Student Conduct and Community Standards).

What We Do: We focus on connecting students to each other, to the broader University and surrounding community, and to opportunities beyond their schools.

How We Do It: Through our programs, services, and partnerships, we support students' educational enrichment during their time at Columbia. We work to educate students about Columbia's values and policies and share essential and timely information with students from the University.

The Opportunity:

Reporting to the Associate Vice President, Administration & Operations, the Administration and Operations Manager is responsible for the day-to-day administrative duties for the University Life department. The Administration and Operations Manager will assist with core functions of the teams under the purview of the Associate Vice President, including Finance, Operations, Human Resources, Events, Special Projects, Assessment and Communications.

Responsibilities

• Manages calendars and schedules of the Associate Vice President and Executive Director for Administration and Operations and serves as back-up support for University Life Leadership team's calendars, being sensitive to confidential and complex scheduling of internal and external meetings. Provides organizational and logistical support and prepares appropriate meeting materials.
• Supports department-wide administrative needs including, but not limited to, coordinating space and catering logistics for meetings and staff events, set-up of conference rooms and equipment for in-person and remote/hybrid meetings, ordering and maintaining office supplies and inventory.
• Submits facilities and IT support ticket requests for repairs and improvements, contributing to the overall upkeep and maintenance of office furnishings, security, telephone, listservs and office equipment including phones, printers, and copiers.
• Supports the AVP, Administration and Operations on administrative and/or operational initiatives that advance the mission and vision of University Life. Provides broader administrative support for University Life special projects as needed.
• Manages the preparation and coordination of materials and logistics for quarterly Trustees meetings, leading the drafting of documents for AVP and EVP review.
• Support the Communications team and attends weekly editorial meetings, ensuring any action items are appropriately delegated.
• Leads onboarding and offboarding logistics for the central University Life team
• Coordinates and staffs senior-level committee meetings and strategy retreats for Administration & Operations and the University Life leadership team
• Procures office supplies, equipment, and general supplies and materials for programming, events and departmental initiatives. Responsible for timely and accurate reconciliation of purchases, following up with the appropriate University departments and/or external vendors to troubleshoot any issues as they arise.
• Serves as one of several front-facing representatives in University Life's reception area, creating a welcoming and inclusive environment for guests; ensures visitors are appropriately greeted, directed, and/or provided with relevant information. Represents the values of the office in all interactions, including conducting the appropriate follow-up.
• Works closely with the Executive Director, Administration and Operations (ED) as a primary contact to support office technology, problem-solving, inventory and procurement for University Life.
• Together with the ED and the Assistant Director of Facilities, IT and Operations, serves as part of University Life's IT team and addresses IT tickets submitted via ServiceNow.
• Ensures office space is clean, safe and operational for all staff and visitors. Partners with the Operations team to ensure staff are aware of emergency protocols.
• Works with the Assistant Director, HR to plan and coordinate team and divisional events and serves as the liaison for event logistics along with the Events team.
• Provides support with office inboxes, responding to inquiries from a variety of constituencies ensuring timely follow-up and/or escalation to the appropriate staff member(s) as needed.
• Proactively seeks solutions to issues and identifies areas requiring operational and/or administrative improvement or efficiency.
• Additional duties and projects as assigned, including backup support for other team functions.

Minimum Qualifications

• Bachelor's degree and/or its equivalent experience required. 3-5 years of related experience.
• Experience with calendar management and event planning.
• Ability to use good judgment and sound decision-making skills in operational situations.
• Ability to make quick, but thoughtful, decisions as roadblocks arise.
• Strong computer skills required, including advanced skill set in using Excel and Google products.
• Strong problem-solving skills and a customer service orientation.
• Ability to be available during off hours for occasional team events
• Detail-oriented, possessing strong organizational skills and superior verbal and written communication skills.
• Strong collaboration skills, and experience working in a team environment is essential.

Preferred Qualifications

• Achievement orientation and demonstrated success in tracking projects from inception to completion
• Capable of independent work coordinating multiple responsibilities.
• Knowledge of project management and productivity software (ex: Asana) a plus.
• Calm, welcoming demeanor and ability to maintain a sense of humor in a fast-paced environment while getting work done is essential.