Administrative Assistant

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $58,360 -$60,000

Position Summary

Reporting to the Director of Academic Administration and Finance, the Administrative Assistant provides operational and front-office support for the Department of Economics. The role supports the department's day-to-day administrative functions, including office operations, facilities coordination, scheduling, event logistics, and basic financial processing. The incumbent serves as an initial point of contact for visitors, students, and faculty, and works closely with departmental administrators to ensure the smooth functioning of departmental activities.

The Department of Economics at Columbia University is globally recognized as a leading institution for research, teaching, and study of economics, with renowned faculty specializing in fields such as Behavioral and Experimental Economics, Development Economics, Econometrics, Finance, Health and Education, Political Economy, and more. It offers a general economics major and five interdisciplinary majors tailored to the diverse interests and professional goals of its students. All undergraduate programs share a foundation of core theoretical courses leading to advanced electives and a senior seminar, while graduate students benefit from exceptional research training guided by faculty who are leaders in their respective fields.

Responsibilities

Office Operations and Administrative Support

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  Provide front-desk and administrative support for the Department of Economics main office. Greet visitors and respond to routine inquiries related to departmental operations, including faculty office hours, admissions, and course information.

  
  
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  Hire, train, and supervise a team of 1-2 work-study students who provide administrative support to the department.

  
  
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  Order, track, and maintain office supplies for the department's main office and fulfill supply requests from departmental administrators and faculty.

  
  
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  Process copy requests for quizzes, midterm examinations, and final examinations in accordance with departmental procedures.

  
  
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  Maintain the inventory of departmental keys used to access the office and shared spaces.

  
  
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  Perform additional administrative and operational duties as assigned in support of departmental activities.

  
  
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  Coordinate scheduling for departmental classrooms, conference rooms, and visitor offices.

  
  
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  Support course scheduling for the department's degree programs and maintain scheduling records as needed.

  
  

Facilities and Space Coordination

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  Serve as the primary liaison between the department and Facilities and Planning & Capital Project Management regarding renovations and improvements to faculty and departmental office space.

  
  
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  Coordinate routine building maintenance by submitting Facilities work orders, monitoring the status of requests, and following up to ensure timely resolution.

  
  
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  Obtain furniture quotes from vendors and coordinate delivery and installation as needed.

  
  
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  In coordination with the Director of Academic Administration and Finance and the Academic Affairs Coordinator, assist with office assignments and workspace preparation for incoming faculty members.

  
  
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  In collaboration with the Chair and the Director of Academic Administration and Finance, coordinate office space assignments for full-time, adjunct, emeritus, and visiting faculty.

  
  

Financial and Transactional Support

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  Support the Business Manager by processing expense reimbursements for faculty, students, and visitors.

  
  
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  Serve as the department's secondary financial initiator for routine transactions, including office supply purchases and invoice processing.

  
  

Communications and Events

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  Assist with maintaining the department's public website, including updates to the homepage and event-related pages.

  
  
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  Maintain the department's events calendar and support the preparation and distribution of the department's newsletter in coordination with the DAAF and communications work-study student.

  
  
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  Coordinate departmental events and meetings, including scheduling, audiovisual arrangements, catering coordination, and distribution of event materials.

  
  

Minimum Qualifications

• High school diploma or equivalent and three years of relevant experience.

Other Requirements

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  Excellent written, verbal, and interpersonal communication skills.

  
  
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  Attention to detail, critical thinking, analytical, and problem-solving skills

  
  
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  Ability to exercise professionalism, diplomacy, discretion, firmness, and collaboration with individuals at all levels.

  
  
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  Strong multitasking, prioritization, and organization skills, with the ability to manage priorities in an interactive team environment.

  
  
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  Self-starter and fast learner who can work independently under limited supervision, making sound day-to-day decisions.

  
  
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  Proficiency with Microsoft Office and Google Drive.

  
  
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  Capacity to quickly acquire detailed knowledge of university policies, procedures, and systems.

  
  

Equal Opportunity Employer / Disability / Veteran

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