Full Job Description
Requisition no: 507575
Work type: Full Time
School/Department: English and Comparative Literature
Grade: Grade 12
Categories: Administrative Support
Job Type: Officer of Administration
End Date if Temporary:
Hours Per Week: 35
Salary Range: Commensurate with experience
The incumbent, the single administrator in the necessarily non-standardized office of a University Professor in the Humanities, manages the daily operations of the office. Working independently, s/he provides proactive, responsive and effective executive level support to the Professor, including but not limited to complex schedule management, travel management, meeting and conference management, using sound judgment in determining priorities. S/he is a gatekeeper for direct access to the Professor’s time. S/he must be able to respond quickly to changing demands, new priorities, and schedule changes. There is a large volume of unsolicited international inquiries, often ranging to several hundred emails a day, responses to which are often dictated; high typing speed is preferred. S/he is also expected to be able to anticipate needs for correspondence and to be able to undertake basic communications independently. S/he maintains correspondence with individuals in a wide variety of fields and on a diverse array of topics, ranging from international social and academic activism to multidisciplinary conferences and events in fields involving all the social science and humanities disciplines, but also law, architecture, curatorial work and museology, religion; and now the philosophy of science. Therefore, the incumbent screens and replies with discretion to inquiries from academic institutions, museums and art galleries, governmental and non-governmental agencies, and requests from the press for interviews. S/he must also maintain correspondence with publishing houses, the press, and journal editors. The incumbent makes decisions on priorities for various kinds of engagements and maintains a two-year calendar, with a diversified tickler file. S/he manages a heavy international travel schedule on a third-world passport, including arranging foreign and domestic transportation, seeking reimbursement for expenses from other institutions, maintaining information on visa requirements, and keeping track of out-of-pocket expenses for tax records. S/he keeps track of events planned by the Professor, usually South-South undertakings, and keeps track of her extensive international charities. This too requires ticket arrangements, visa arrangements, and hotel reservations. The incumbent further maintains correspondence with international advisory groups, keeps all details of book and article publication, series editorships, editorial deadlines, visiting professorships, a worldwide multilevel multidisciplinary schedule of recommendation letters and promotion reviews, and unsolicited keynote address trips. Incumbent keeps track of students at Columbia – the professor builds her classes on responses coming in by midnight – as well as in extremely poor internet-deprived areas of rural India. The incumbent must know how to make entries into a humanities curriculum vitae, keeping up with the Professor’s publications and translations as the mail comes in. S/he prepares briefs, agendas, meeting materials, and minutes of the independent foundation run by the professor for meetings of her rural schools and meetings associated with other international projects.
The incumbent works closely with the Departmental Administrator to manage the office budget, and has responsibility for forms required for international payments going out of the office. S/he is responsible for heavy international academic/activist project coordination, often office-subsidized, because they do not fit the restricted format of regular grants, and planning of academic conferences and important special events. All accounts payable activities are also done in collaboration with the Departmental Administrator.
The Professor provides as much supervision as is possible, given her extremely demanding schedule. Some administrative supervision is given by the Departmental Administrator.
An internal candidate has been identified, however, we are still considering applications from qualified candidates.
Master's degree required.
Five years related experience required.
Cover letter required.
Basic skills, experience, education, requirements should mirror essential functions of the job to be performed.
Highly proficient with PC, Microsoft Office Suite, including complex PowerPoint presentations.
Previous administrative and/or office management work experience, preferably in an academic environment, and ability to understand office priorities and be proactive are required.
Excellent organizational and communication skills required.
Ability to exercise good judgment, work under pressure and deadlines, and carry out multiple tasks with minimal supervision required.
Manage a two-line international telephone circuit.
All applicants must provide a cover letter for their application to be considered.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Applications open: Jun 12 2020 Eastern Daylight Time
Applications close: Oct 30 2020 Eastern Daylight Time