Administrative Assistant

• Job Type: Support Staff - Union

• Bargaining Unit: Local 2110

• Regular/Temporary: Regular

• Hours Per Week: 35

• Salary Range: $55,805 - $56,805

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Department of Germanic Languages at Columbia University is recognized as one of the very best in the country. It offers a rich and comprehensive curriculum on the history of German literature and culture from 1750 to the present. In addition, the Department focuses on literary theory, intellectual history, media history, film, literature and science, translation theory as well as German-Jewish culture.

The Administrative Assistant will report to the Director of Academic Administration and Finance. The incumbent will assist with the day-to-day operations of the Department of Germanic Languages. The Administrative Assistant will support the Department by performing a variety of administrative and clerical tasks such as data entry, preparing documents, record keeping, and answering questions.

Responsibilities

• Provides welcoming environment for students, faculty, and visitors.

• Answers phone calls, emails, as well as questions from walk-ins and directs to appropriate personnel.

• Follows established procedures, works independently, prioritizes, and refers unusual cases to supervisor.

• Prepares and tracks financial paperwork for purchasing; processes invoices; oversees and tracks cash receipts; prepares bursar deposits; processes work-study and casual payrolls; tracks and distributes paychecks.

• Trains student workers, coordinates their schedules, and delegates tasks such as photocopying and scanning.

• Processes purchase orders and invoices using CU Market Place and Accounting and Reporting at Columbia (ARC). Processes business expenses, travel, and petty cash reimbursements by preparing expense reimbursement reports through Concur. Maintains departmental P-card, reconciles accounts regularly, and assists with year-end financial activities.

• Maintains department course information and communicates it to faculty, students, and registrar. Assists faculty with class materials and posts related documents in Courseworks, Columbia University's course management system for faculty and students.

• Coordinates departmental exams, lectures, conferences, and special events, including, but not limited to scheduling, registration, creating flyers, and other related activities. Types, edits, proofreads documents.

• Assists in processing Personnel and Student Action Forms (PAF/SAF) for student and faculty appointments.

• Conveys routine information on Columbia policies and procedures and addresses problems for students, faculty, and vendors.

• Maintains student and faculty directories and databases as well as the departmental online calendar.

• Maintains departmental website, newsletters, social media accounts and various listservs.

• Assigns adjunct faculty and student offices; monitors key distribution; assists in assuring daily security of, and access to, department and faculty offices.

• Schedules meetings and appointments for faculty and student coordinates room scheduling, publicity, and refreshments for departmental events; processes payments for special lectures and other departmental events. Assists the DAAF in space rental management and coordination of departmental event space, including preparation of invoices and contracts.

• Maintains office supplies and coordinates maintenance of office equipment.

• Assists in management and oversight of Deutsches Haus.

• Provides information to the public about events (newsletter, website, social media) and distributes information about the event space and our rental policies to external organizations.

• Prepares and distributes rental contract forms and enters related chartstring transfer payments.

• Coordinates department events and organizes catering.

• Performs other administrative duties as assigned.

Minimum Qualifications

• High School diploma or equivalent.

• Three years related experience required.

Additional Minimum Qualifications

• Ability to learn the University's online financial and course information systems.

• Excellent computer skills, proficiency in PC applications including the Microsoft Office suite, and the ability to learn website management software, as well as graphic design and newsletter software (Canva and Mailchimp).

• Excellent oral communication, interpersonal, and organizational skills required.

Preferred Qualifications

• Some college preferred.

• Knowledge of University setting.

• Working knowledge of German (spoken and written).

Equal Opportunity Employer / Disability / Veteran

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