Executive Assistant & Office Manager

537975
Morningside
School of Law
Full Time
Opening on: Jul 29 2023
Grade 11
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Job Type: Officer of Administration
Regular/Temporary: Regular
Hours Per Week: 35
Salary Range: $63,000 - $73,450
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
The Executive Assistant & Office Manager is responsible for managing the day-to-day operations of the Dean’s Office at Columbia Law School, as well as for providing highly confidential executive-level support to the Dean, Associate Dean, and other members of the Dean’s Office team. Reporting to the Associate Dean for Planning, Communications, and Faculty Affairs, the Executive Assistant & Office Manager serves as the first point of contact for a range of stakeholders, both internal and external; manages the operations of multiple faculty committees; and monitors and reconciles the Dean’s Office budget.
Responsibilities
Provides highly confidential executive-level support to the Dean and Associate Dean. Interacts with senior University and Law School administrators, as well as external constituents, to schedule meetings and make necessary travel and logistical arrangements. Maintains daily calendars and ensures that relevant documents and background materials are provided in advance. Assumes responsibility for the Dean’s schedule and executive support in the absence of the Senior Executive Assistant to the Dean. Assists in ensuring that schedules are well coordinated, followed, and respected. Prepares correspondence on behalf of the Dean and/or Associate Dean and sends emails to the Law School community on their behalf.
Serves as the primary point of contact for a range of stakeholders interacting with the Dean’s Office, including faculty, staff, students and alumni, in-person and via phone and email. Greets visitors to the Dean’s Office, including high-level dignitaries and prominent guests, in a welcoming and professional manner. Responds to complex requests, directs inquiries, and takes action and follows up as appropriate. Maintains an active conduit of communication between the Dean’s Office, faculty, administrative departments, and the University administration.
Supports operations of several key faculty affairs functions, including multiple faculty appointments committees, faculty governance practices and record keeping, preparation of promotion and tenure materials, and planning and overseeing special events convened by faculty.
Oversees and monitors the Dean’s Office non-personnel budget. Reviews and reconciles budget reports. Purchases items and reconciles expenses via a purchasing card. Prepares travel and expense reimbursements for the Dean and Chief of Staff. Implements project management, filing, data sharing, and record keeping procedures and workflows. Identifies opportunities for improving administrative practices and makes recommendations for implementation.
Works with relevant administrative departments and outside vendors to coordinate hospitality for meetings and events, ranging from procuring catering for high-level meetings in the Dean’s Office to planning dinners and events at the request of the Dean or Associate Dean.
Assumes additional responsibilities and assists in the execution of special projects as directed by the Dean and/or Associate Dean.
Minimum Qualifications
Undergraduate degree required, plus 2-4 years of relevant work experience, either in a university or corporate environment, required. Ability to maintain confidentiality and to work effectively with executives managing a complex organization. Strong computer skills required, including facility with Microsoft Office, Google Suite, and other similar software tools. Excellent interpersonal, oral, and written communication skills, as well as the ability to exercise tact and diplomacy. The ideal candidate is proactive, accurate, organized, articulate, welcoming, professional, detail-oriented, and unflappable under pressure. Must be able to work with diverse constituencies and support an inclusive work environment.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.