Administrative Coordinator

• Job Type : Officer of Administration
• Regular / Temporary : Regular
• Hours Per Week : 35
• Building : Public Safety
• Salary Range : $66,000 - $82,400

The salary of the finalist 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 Senior Administrative Manager, the Department of Columbia University Public Safety is seeking someone who is highly driven, team-oriented, and self-motivated to join our unique department.

You will be a key member of the Public Safety administrative department team and one of the department's key resources in the communications space.

This position will allow you to work with a fantastic team and take the initiative to help support the department's critical function within the University.

Responsibilities

• Serve as the primary liaison for Public Safety events and high-level meetings, orchestrating all aspects including the creation of comprehensive agendas, detailed itineraries, navigational directions, and tailored speaker notes for the Vice President of Public Safety and supporting senior administrators.
• Lead the development of engaging media and presentation content for delivery by the senior leadership team within Public Safety, ensuring all materials align with departmental objectives and messaging standards.
• Coordinate logistical arrangements for Public Safety events, which include securing venues, organizing meeting materials, and overseeing catering services, particularly for Executive Team gatherings.
• Facilitate the planning and scheduling of meetings, effectively managing calendar logistics to preempt and resolve conflicts, ensuring seamless departmental operations.
• Champion the production and refinement of Public Safety presentations aimed at both internal and external audiences. This includes crafting, revising, and enhancing presentations using tools such as PowerPoint and Google Slides, and integrating social media content when appropriate.
• Collaborate closely with the Strategic Communications department to devise and implement a dynamic communications and social media strategy that supports Public Safety's goals, as guided by the senior administrative leadership.
• Monitor and evaluate the impact of social media initiatives, preparing periodic performance reports and recommending strategic adjustments to enhance outreach and engagement.
• Proactively stay abreast of the latest trends and tools in social media and digital communications to continually advance the department's presence and effectiveness in public engagement.
• Undertake additional responsibilities as required to support the evolving needs of the Public Safety department.

Minimum Qualifications

Bachelor's degree and or equivalent required. A minimum of three years of relevant experience.

Prior experience supporting an executive team within a diverse office environment is required.

Experience managing multiple assignments, projects, deadlines, and conflicting priorities in a fast-paced environment.

Excellent analytical and problem-solving skills with sharp attention to detail and the ability to meet critical deadlines.

Supporting the Senior Administrative Manager, ability to recognize and respond to problems with potential solutions in a highly professional, confidential, and sensitive manner.

High proficiency in Google Suite, including Google Docs, Sheets, and Slides.

Proficiency in database management and multi-line phone systems.

Excellent interpersonal relationship skills. Must be able to maintain positive relationships with staff, administrators, students, and other communities working closely with the Department of Public Safety.

Excellent verbal and written communication skills; excellent proofreading skills.

Ability to maintain organizational files and daily projects in a systematic manner.

Ability to prioritize daily, weekly, and monthly concurrent projects and to meet deadlines.

Ability to effectively work independently with a willingness to accept direction as needed.

Ability to work flexibly with a dynamic, fast-moving team and adapt to quickly changing priorities and ambiguous situations.

Must be able to ensure confidentiality of all Executive information and documents.

Committed to the mission and vision of the department.

Equal Opportunity Employer / Disability / Veteran

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