Administrative Coordinator

Responsibilities

• Serve as executive assistant to the Vice Provost for Faculty Advancement, managing complex calendaring, travel coordination, and reimbursements.
• Provide basic budget and finance management, including invoicing and vendor relationship oversight.
• Manage shared inboxes, triage requests, and support general office operations and supply management.
• Assist with website updates and post approved content to social media channels.
• Co-manage end-to-end event logistics, including invitations, registration, room reservations, catering, and day-of setup.
• Maintain a centralized calendar and database of programs and events on the department website.

Requirements

• Bachelor’s degree and/or equivalent.
• Minimum of two years of related administrative experience, preferably in a university or complex organization.
• Strong organizational skills and the ability to manage multiple competing priorities.
• Excellent written and verbal communication skills.
• Proven experience with event logistics and coordination.
• Ability to exercise a high level of discretion and professionalism when working with diverse stakeholders.

Preferred Qualifications

• Previous experience in an Executive Assistant role.
• Proficiency in Microsoft Office, Google Workspace, Zoom, Canva, and Adobe Acrobat.
• Familiarity with email marketing tools (e.g., HubSpot) and project management platforms (e.g., Asana).

About the Company

Columbia University is a leading research university located in New York City. The Office of the Provost provides essential leadership and administrative oversight to support the university's academic mission and faculty advancement.