Sr Administrative Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $70,000-$85,000

Position Summary

As a key member of the Office of the Dean, the Sr. Administrative Coordinator provides proactive, responsive and effective executive level support to the Vice Dean for Finance and Administration, Vice Dean for Curricular Innovation and the Chief of Staff at the College of Dental Medicine. The Sr. Administrative Coordinator ensures a professional face for the Office of the Dean’s operations, efficiency, effectiveness and success, while exercising discretion and judgement in performing a wide variety of duties. This role has daily contact with CDM Deans, junior and senior faculty, and CDM administrators.

Responsibilities

• Provides discrete and confidential executive-level support to CDM Senior Leadership/Deans’ office that includes as appropriate, disseminating information and serving as a liaison to all levels of University administrators, trustees, senior staff of the College, CDM students, families, and alumni, faculty members, and external parties. Ensures a professional face for the Dean’s Office operations.
• Responsible for maintaining demanding and frequently changing calendars; screening all incoming inquiries to the Deans using proper judgement based on established policy and/or procedure.
• Provides assistance with travel arrangements as requested.
• Assists in scheduling classrooms and securing conference rooms beyond the standard programs.
• Manages office inventory and supply ordering. Using university purchasing card, provides purchasing assistance as needed and reconciles monthly accounts.
• Prepares agenda and appropriate correspondence for Deans.
• Works closely with the Chief of Staff and other members of the Dean’s Office to handle the overall support for the CDM Dean and to coordinate matters pertaining to the Office’s operations.
• On behalf of the Dean and in collaboration with staff of the College manages and implements the planning and coordination of relevant special programs and events.
• Assist with the creation, proofreading, and distribution of internal and external communications, including newsletters, email announcements, web content, and event materials.
• Support alumni and development initiatives by maintaining contact lists, coordinating outreach efforts, tracking engagement, and providing logistical support for events and stewardship activities.
• Performs other related duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience plus three years of related experience.

Preferred Qualifications

• Excellent communications skills: both written and verbal required.
• Strong interpersonal skills and the ability to handle confidential information with excellent judgement and discretion required.
• Proven ability to develop and maintain a professional, collaborative, and positive spirited environment in the Office of the Dean.
• Excellent organizational abilities with attention to detail necessary.
• Demonstrated ability to set priorities, manage deadlines, work with diplomacy, poise and efficiency in a highly pressured environment.
• Extensive experience with calendaring software and Microsoft Office suite.
• Experience in an institution of higher education or complex organization supporting a senior level executive in fast-paced environment preferred.

Equal Opportunity Employer / Disability / Veteran

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