Advertised Summary Job Description: This position is located on the Lamont Campus in Rockland County, NY.
Provides clerical support for the Safety & Security department and for some of the ancillary services that are overseen by the Assistant Director of Facilities & Engineering. The Administrative Assistant will directly support the Manager of the department on a day to day basis in all departmental operations. Along with other Administrative Assistants within the Facilities & Engineering division, the Administrative Assistant will be cross-trained to support other operating units to cover absences.
Fiscal Operations: - Initiate fiscal transactions required for operating units in the University Accounting & Reporting system (ARC) including, but not limited to, purchase orders, invoices, travel & business expense reports, P-card reconciliation, inter departmental invoices.
Departmental Support: - Provide administrative support to Manager and Staff within the unit responsible for Safety, Security, Telephone Operations, and Custodial Services, including scheduling of services, reception and customer relations, communications within and between departments & vendors, maintenance of inventories, contact lists, the campus directory, and record keeping. - Maintains Standard Operating Procedures for specific tasks within the department (such as telephone deployment, supply chain, guard and cleaner protocols, key distribution, employee directory maintenance, visitor logs) and provide cross training as needed to Administrative Staff. - Work on special projects as assigned by Manager.
Support for Ancillary Services managed by Assistant Director: - As assigned by Assistant Director, provide services to support Daycare, Cafeteria & Catering, Events Management, Lactation Room, Campus Copiers, Bus & Shuttle service, Insurance, Property Disposition, and special Contracts & Grants.
Departmental Support across Division: - Provide services to cover absences to other units as assigned.
Directly supervised by the Unit Manager, and sometimes works closely with the Assistant Director regarding ancillary services.
General Minimum Qualifications: High school diploma and 2 years of relevant experience required.
Excellent interpersonal skills required.
Additional Specific Minimum Qualifications: Must be computer literate for general office productivity tools (Word, Excel, Access) and for specialized applications, such as for keys and locks.
Preferred Qualifications: Additional experience preferred, particularly in a clerical role.
Prior experience with ARC a plus.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It... seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.