Administrative Manager

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $65,000 - $75,000

Position Summary

Reporting to the Senior Associate Provost for Administration and Planning with dotted lines to the Associate Provost for Academic Initiatives and the Associate Provost for Online Education, the Administrative Manager will be responsible for ongoing administrative and operational support for the Office of the Senior Vice Provost (OSVP) and key reporting units, including the International Students and Scholars Office, Columbia+, and departments within the OSVP's Teaching, Learning, and Innovation portfolio.

The Administrative Manager will be also responsible for general administrative support and office management for the OSVP and will manage the schedules of the Senior Associate Provost for Administration and Planning and the Associate Provost for Online Education. They will execute and manage a wide variety of responsibilities pertaining to operations, communications, and project management, liaising with other Provost's Office units in these areas as needed. A key responsibility of the Administrative Manager is scheduling and administrative support to the Senior Vice Provost in the instance of the Executive Assistant's absence.

The Administrative Manager is an essential member of the OSVP team and the Office of the Provost at large, contributing to unit-wide initiatives, projects, and special assignments as needed. The position may include increasing levels of responsibility as skill and interest allow.

Responsibilities

• Manages the schedules of the Senior Associate Provost for Administration and Planning and the Associate Provost for Online Education and their additional administrative needs.
• Under the guidance of the Associate Provost for Academic Initiatives and working closely with the Executive Assistant, ensures full coverage for the Senior Vice Provost's scheduling and administrative needs, including providing scheduling and administrative support to the Senior Vice Provost in the instance of the Executive Assistant's absence. With the Executive Assistant, coordinates planned absences to ensure full coverage of the Senior Vice Provost's scheduling needs.
• Partnering with the Executive Assistant, coordinates and develops arrangements for special events, including schedules, task assignments, creation of content, and confirming guests and visitors, ensuring all logistical aspects are covered.
• In coordination with the Executive Assistant, oversees technology- and space-related preparation for meetings, including proper set-up of any necessary technology and equipment (such as video conferencing tools or presentation software), testing prior to meeting, ensuring timely and smooth meeting kickoff, being available in case any issues arise, and determining and executing in advance any participant training needs in advance. Ensures meeting space is orderly and professional in advance of attendee arrival.
• Greets guests and visitors in a professional and courteous manner; ensures office environment is welcoming and that refreshments are available.
• Oversees the booking and utilization of OSVP conference room, ensuring it is reserved as needed. Maintain a schedule of conference room availability and resolve any conflicts or double bookings, and coordinate with other offices to identify and secure additional meeting spaces as needed. As facilitator of all meetings in this space, support tech set up and oversight and ensure room is orderly and professionally set up for any meetings in this space, including those organized and attended by external units or offices.
• For meetings scheduled by the Administrative Manager, serves as a point of contact for participants, addressing any questions or concerns regarding meeting logistics and technical requirements.
• Monitors and manages office supply inventory, proactively identifying needs and placing orders to ensure adequate stock levels. Maintain organized records of supplies and vendor interactions and ensure physical organization for easy access by all team members.
• Ensures the OSVP suite is kept orderly and clean, coordinating with maintenance and facilities staff and taking initiative to address any immediate issues. Organizes and maintains common areas, kitchenette, and conference room, ensuring a professional and welcoming environment for all visitors and staff.
• Manages and facilitates recurring and one-time financial transaction needs, including invoices, P-Card reconciliations, reimbursements, and supply orders for the OSVP.
• Manages and maintains administrative contacts and develop relationships across the University to facilitate OSVP operations and to maximize OSVP impact.
• Liaises with the appropriate University offices and manages external vendors to meet deliverables for the OSVP, and for other units within the Office of the Provost, as needed.
• Liaises with Facilities and CUIT for day-to-day needs in the Office of the Senior Vice Provost and for special project needs in OSVP reporting units.
• Manages all logistics for the weekly meeting of core OSVP staff, including preparing agenda and distributing any written or background materials in advance. On a weekly basis, proactively ensures that these advance preparations are complete to allow comprehensive and full discussion of priorities.
• Coordinates recognition of celebratory events such as birthdays, graduations, life cycle events, and holidays, and organizes quarterly team lunches.
• Develops team-wide emergency response and planning operations; maintain and update materials and oversee training needs.
• Prepares and manages highly sensitive and confidential data, materials, and documents to facilitate decision-making and create reports for the University's high-level constituents and other audiences as requested.
• Manages incoming and outgoing correspondence for the OSVP.
• Supports administrative and operational needs for reporting units including the International Students and Scholars Office, Columbia+, and departments within the OSVP's Teaching, Learning, and Innovation portfolio as requested by and under the supervision of the Associate Provost for Academic Initiatives, the Associate Provost for Online Education, and the Senior Associate Provost for Administration and Planning.
• Contributes as a proactive team member to special projects and initiatives and provides administrative and operational support to other staff and for other reporting units as needed.
• Other related duties as assigned or required.

Minimum Qualifications

• Bachelor's degree or its equivalent with 2-4 years of related experience required.
• Must be extremely detail-oriented, able to work independently, have strong organizational skills, and be able to prioritize and manage multiple projects simultaneously.
• Complete assigned tasks and all written communication with the high level of professional finish and formality commensurate with the OSVP.
• Fulfil responsibilities outside of regular office hours and on weekends as the work requires and understand this to be key to this role's efficacy.
• Demonstrated ability to seamlessly execute responsibilities in high pressure scenarios or environments.
• Experience working independently and demonstrated excellence at follow-through.
• Skilled in Microsoft Excel, PowerPoint, and Word.
• Ability to exercise discretion and judgment in sensitive and confidential matters and have the foresight, flexibility, initiative, and energy required to ensure that the OSVP operates efficiently and with the highest levels of professionalism.

Preferred Qualifications

• Experience with executive scheduling in a high stakes environment.
• Exposure to higher education or other similarly complex environment.

Equal Opportunity Employer / Disability / Veteran

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