Administrative Assistant, Department of Economics

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $55,000 -$59,000

Position Summary

Reporting to the Director of Academic Administration and Finance and working closely with the Department Chair, the incumbent ensures smooth operation of the Economics Department offices and provides administrative support to the Chair, the Vice Chair(s), and the Director of Academic Administration and Finance.

The Department of Economics at Columbia University is globally recognized as a leading institution for studying, researching, and teaching economics, with renowned faculty specializing in diverse 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

• Coordinates administrative support for the Department of Economics main office. Responsible for hiring, training, and managing a team of 12 front desk support work-study students, greeting visitors, and responding to general or routine inquiries relating to departmental matters, including faculty office hours, admission, and course information.
• Orders and maintains office supplies for the department's main office and fields and fulfills office supply requests from department administrators and faculty. Oversees service, maintenance, and repair of office equipment.
• Manages online workshop application and assists faculty workshop coordinators with the distribution of workshop papers, handles all logistics for speakers and recruitment candidates, including transportation and meals, initiates vendor profile creation, and submits and tracks reimbursements.
• Coordinates the setup for payment and the creation of expense reports for the workshop, which reimburses visit-related expenses (hotel, meals, transportation).
• Schedules departmental faculty meetings and departmental functions and handles logistics (A/V equipment, lunches, distribution of discussion materials). Coordinates schedules of departmental conference room(s).
• In cooperation with the Chair and the Director of Academic Administration and Finance, coordinates faculty office space assignments for full-time, adjunct, emeritus, and visiting faculty.
• Serves as the primary point of contact between the department and Facilities and Planning & Capital Project Management offices for renovations to faculty and departmental office space. Coordinates with Facilities on routine building maintenance requests by submitting work orders, tracking the status of maintenance requests, and ensuring timely resolution. Solicits quotes from furniture vendors and coordinates installation of furniture. Inventories and maintains keys for accessing departmental spaces.
• Responsible for the use of department purchasing cards (P-Cards) and travel and expense corporate cards. Ensures compliance with all related P-Card and Corporate Card finance policies and procedures, including uploading receipts, monthly reconciliation of expenses, and responding to and resolving audit inquiries. Processes reimbursements for workshop visitors.
• Produce departmental events, book venue, catering (a/v, musicians, and photography as needed), and produce invitations for departmental parties, retirements, and memorials. Orders and coordinates the delivery of faculty lunches and 10-12 weekly department lunches.
• Provides administrative support for departmental leadership, including the Department Chair, Cochairs, and DAAF, coordinating committee meetings and drafting correspondence and reports. Screens calls and visitors, tracks travel expenses and reimbursements, coordinates travel arrangements, organizing and maintains confidential departmental files and records.

Minimum Qualifications

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

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.
• Working knowledge of PeopleSoft or similar enterprise HRIS, Microsoft Office, and relational databases.

Equal Opportunity Employer / Disability / Veteran

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