Administrative Coordinator

Administrative Coordinator

Position Summary : Reporting to the Director of Academic Administration and Finance in the Department of Physics, the Administrative Coordinator manages the front desk and departmental communications, coordinates visitor logistics and events, maintains the department's website and social media, and supervises work-study students. The Coordinator also supports academic operations by facilitating graduate admissions, processing defense paperwork, and assisting with academic hiring and major events such as orientations and Class Day. In addition, the role manages financial tasks, including processing purchases and reimbursements, reconciling expenses, and partnering with the Business Office to ensure efficient departmental operations.

Responsibilities :

• Serve as the first point of contact, providing information and directing calls and visitors as appropriate. Convey routine information regarding university and departmental policies and procedures.
• Coordinate visitor schedules. Arrange travel, transportation, reimbursements, accommodations, and related services for departmental guests.
• Send announcements to the Pupin community regarding departmental news and events.
• Proactively maintain and update content on the department's website and social media accounts.
• Manage room scheduling requests and reservations for departmental events. Set up and break down seating for weekly Physics colloquia in the Theory Center.
• Assign offices for students, postdocs, and visitors.
• Conduct inventory checks and replenish kitchen supplies and submit purchasing requests to the Business Office as necessary.
• Supervise and delegate tasks to work-study students supporting the academic office.
• Manage departmental shipping and receiving, including package notifications.
• Provide administrative support to the DAAF on all matters of academic affairs and faculty tenure reviews.
• Provide administrative support for the graduate and master's program admissions processes.
• Prepare and submit defense paperwork. Serve as liaison with GSAS and disseminate graduation information.
• Assist the Director of Academic Administration and Finance with academic hiring, including collecting required documentation (tax forms, hiring materials, and bios) and managing related communications.
• Support the planning and execution of academic events such as Class Day, New Student Orientation, and Open House.
• Place advertisements for faculty searches using Purchasing Cards and coordinate with the Business Office to provide expense reports.
• Troubleshoot financial aid issues in coordination with the GSAS Dean's Office, CU Residential, and Columbia Health.
• Collaborate with the Associate Director of Finance to compile expense spreadsheets for departmental events.
• Make departmental purchases using Purchasing Cards and vouchers and reconcile all related transactions.
• Distribute event vouchers to students and research groups and ensure reconciliation of expenditures.
• Other duties as assigned.

Minimum Qualifications : High School diploma or equivalent, and three years of related experience required.

Preferred Qualifications : Working knowledge of PeopleSoft or similar enterprise HRIS, Microsoft Office, and relational databases.

Other Requirements : Excellent written, verbal, and interpersonal communication skills. Ability to maintain high confidentiality and professionalism with a client focus. Strong multi-tasking, prioritization, and organization skills. Attention to detail, research, critical thinking, analytical, and problem-solving skills. Self-starter, a fast learner who can work independently under limited supervision. Work well in an interactive team environment.

Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.