Administrative Manager

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $75,000-$85,000

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Position Summary

The role of Administrative Manager sits in the Office of Academic Affairs under the SVP/Vice Dean for Faculty Affairs at the Columbia University Irving Medical Center (CUIMC). The Office of Academic Affairs works with over 9,500 faculty and researchers across the four health science schools at CUIMC. The SVP/Vice Dean leads several offices and initiatives that support the needs of faculty and researchers, including the Office of Academic Affairs, Office of Faculty Affairs, the Office of Faculty Professional Development and Engagement, the Office of Professionalism, the CUIMC International Students and Scholars Office, and Conflict of Interest.

The Administrative Manager of the Office for Academic Affairs will provide executive-level support to the SVP for Faculty Affairs and Vice Dean for Academic Affairs and will manage the day-to-day logistics of the busy Academic Affairs office. The Administrative Manager will also be responsible for managing the Professorship process and the Faculty of Council, both are crucial functions of the Vice Dean/SVP.

Reporting to the Assistant Vice President for Faculty Professional Development and Engagement and the SVP/Vice Dean for Faculty Affairs, the Administrative Manager will assume the SVP's day-to-day calendar, schedule and confirm meetings, coordinate meetings and conferences, coordinate travel arrangements, and prepare materials relevant to meetings. The Administrative Manager will provide discreet and confidential executive administrative assistance to the SVP, interacting with executive staff and office staff and providing information to all levels of university administrators as appropriate. The Administrative Manager will review, read, distribute, and respond to correspondence when appropriate; screen and monitor calls, field questions, or forward them to the appropriate person; send internal/external communications via regular mail or email; develop and maintain filing system into a readily retrievable format; and prepare agendas. The incumbent will also support the office calendar and will schedule meetings for the two AVPs as needed, including supporting key faculty committee meetings and programming needs.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.

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Responsibilities

Administrative support to the Senior Vice President/ Vice Dean (40%)

• Reads, distributes, and responds to correspondence as directed by the Vice Dean/SVP and the AVP;
• Facilitates communications between SVP's office, including the EVP/Dean's Office, Provost's Office, Departments, and other offices
• Screens and monitors call for the SVP and the Office of Academic Affairs;
• Create an email folder organization system that corresponds to relevant files and manage the organization by reviewing emails as they come in.
• Create lists of committee members/attendees to track participants for all meetings hosted by SVP and AVP.
• Send out email reminders for all meetings hosted by SVP and AVP at least one day prior to each meeting.
• In consultation with the SVP and AVP, fields questions and/or forwards them to the appropriate person.
• Assists with developing correspondence, memos, and communications on behalf of the SVP of the office.
• Manages travel and business arrangements for conferences.
• Provide logistical and administrative support for special committee meetings run on behalf of the SVP or AVP, as requested.
• Maintains paper and electronic files in organized systems.
• Answers and directs calls for the SVP and AVP with courtesy and efficiency, observing appropriate business protocols.
• PowerPoint presentations, editing letters, pulling references, and putting them together

Manages the Faculty of Medicine Faculty Council (15%)

• Work with SVP and AVP for Faculty Professional Development and Engagement and the Office of the Dean to schedule Faculty Council and Executive Committee meetings
• Work with the Office of Faculty Affairs to create and send ballots to Faculty Council for votes on appointments, promotions, and tenure
• Manage the agenda for the Faculty Council meetings, keep track of past agenda items, finalize agenda, invite speakers, collect PPT presentations, manage logistics for the in-person quarterly meeting (catering, AV, communication) and keep time at the meeting to support the Vice Dean.
• Administer annual elections of new members and maintain database of members.

Manages the professorship process (25%)

• Creation of and dissemination of professorship letters.
• Reviews the conditions and terms of gifts to ensure that letters accurately reflect the donors' stipulations.
• Works closely with departments, the Promotions Specialist, the Development Office, Dean's Office, Provost's Office, and Faculty Affairs to adhere to deadlines and proper workflow.
• Maintains databases and reporting for endowed professorships
• Send congratulatory letters on behalf of the Dean
• Provides support to the Promotions Specialist in the management of the VP&S faculty tenure reviews process.
• Trained in working on Tenure reviews if the Promotion Specialist needs coverage.
• Working with departments, the Office of Faculty Affairs, and the Provost's Office, on managing tenure dossier materials for faculty who are under review for Tenure.

Back up support for Assistant Vice President for Faculty Professional Development and Engagement and Assistant Vice President for Academic Appointments and Professionalism (5%)

• Support scheduling team and group meetings as needed
• Support committees and faculty working group schedules run on behalf of the office
• Support scheduling complex and confidential meetings

Supports office operations (5%)

• Maintains hoteling and in-office schedule
• Ensures key documents and resources for staff are kept up to date
• Works with the Operations Manager to ensure that office equipment is maintained that adequate office supplies are on hand and ordering supplies as needed.

Supports special events as assigned (5%)

• Provide logistical support on special events as assigned by the Vice Dean/SVP and the AVP for Faculty Professional Development and Engagement.

Other projects and duties assigned (5%)

New assignments may be given from the AVPs and the SVP/Vice Dean when needed.

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Minimum Qualifications

• Bachelors degree or equivalent in education and employment plus three years' experience.
• Must have excellent communication and interpersonal skills must have excellent, including composing and editing correspondence and documents, developing reports, and communicating with staff.
• The ability to handle confidential information with exceptional judgment and discretion is required.
• Must have demonstrated ability to manage time effectively, balancing competing priorities at the same time.
• Demonstrated ability to take direction, follow instructions carefully, and with the ability to work independently.
• Must have the ability to coordinate difficult schedules; adapt to various competing demands; prioritize and handle conflicting needs and multiple assignments; and work with diplomacy and efficiency in a highly pressured, fast-paced, deadline-driven environment. Must be able to follow through on projects to successful completion.
• Must have the demonstrated ability to be proactive, to problem-solve, and to maintain composure under pressure.
• Must have the demonstrated ability to offer the highest level of customer/client service and response to personnel at all levels. Strong knowledge of and proficiency with Microsoft Office programs, including Outlook, Word, Excel, PowerPoint, Zoom, Adobe; experience with heavy calendaring; ability to perform moderately complex internet research.

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Preferred Qualifications

• Prior experience working within a college and university setting preferred.

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Other Requirements

• Must be able to manage highly sensitive and confidential communications with discretion and integrity.
• Must have exceptional organizational, time management and organizational skills with the ability to exercise a high degree of tact, diplomacy, and discretion with sensitive matters.
• Must have a strong service-oriented attitude and excellent interpersonal skills.
• Must be able to take initiative and be a problem-solver and have the ability to anticipate office needs.
• Must have excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Must be able to run Zoom meetings.
• Demonstrated commitment to serving the needs of a diverse population with cultural competence and sensitivity required.

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Equal Opportunity Employer / Disability / Veteran

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