Administrative Manager

Grade 104

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary:
  Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard
  
  Work Schedule:
• Building:
• Salary Range: $75,000-$85,000

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.

The role of Administrative Manager sits in the Office of Academic Affairs under the SVP/Vice Dean for Faculty Affairs at the Columbia University Irving Medical Center (CUIMC). The Office of Academic Affairs works with over 9,500 faculty and researchers across the four health science schools  SVP/Vice Dean leads several offices and initiatives that support the needs of faculty and researchers, including the Office of Academic Affairs, Office of Faculty Affairs, the Office of Faculty Professional Development and Engagement, the Office of Professionalism, the CUIMC International Students and Scholars Office, and Conflict of Interest.

The Administrative Manager of the Office for Academic Affairs will provide executive-level support to the SVP for Faculty Affairs and Vice Dean for Academic Affairs and will manage the day-to-day logistics of the busy Academic Affairs office. The Administrative Manager will also be responsible for managing the Professorship process and the Faculty of Council, both are crucial functions of the Vice Dean/SVP.

Reporting to the Assistant Vice President for Faculty Professional Development and Engagement and the SVP/Vice Dean for Faculty Affairs, the Administrative Manager will assume the SVP's day-to-day calendar, schedule and confirm meetings, coordinate meetings and conferences, coordinate travel arrangements, and prepare materials relevant to meetings. The Administrative Manager will provide discreet and confidential executive administrative assistance to the SVP, interacting with executive staff and office staff and providing information to all levels of university administrators as appropriate.

The Administrative Manager will review, read, distribute, and respond to correspondence when appropriate; screen and monitor calls, field questions, or forward them to the appropriate person; send internal/external communications via regular mail or email; develop and maintain filing system into a readily retrievable format; and prepare agendas. The incumbent will also support the office calendar and will schedule meetings for the two AVPs as needed, including supporting key faculty committee meetings and programming needs.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.

• Reads, distributes, and responds to correspondence as directed by the Vice Dean/SVP and the AVP;
• Facilitates communications between SVP’s office, including the EVP/Dean’s Office, Provost’s Office, Departments, and other offices;
• Screens and monitors call for the SVP and the Office of Academic Affairs;
• Create an email folder organization system that corresponds to relevant files and manage the organization by reviewing emails as they come in;
• Create lists of committee members/attendees to track participants for all meetings hosted by SVP and AVP;
• Send out email reminders for all meetings hosted by SVP and AVP at least one day prior to each meeting;
• In consultation with the SVP and AVP, fields questions and/or forwards them to the appropriate person;
• Assists with developing correspondence, memos, and communications on behalf of the SVP of the office;
• Manages travel and business arrangements for conferences;
• Provide logistical and administrative support for special committee meetings run on behalf of the SVP or AVP, as requested;
• Maintains paper and electronic files in organized systems;
• Answers and directs calls for the SVP and AVP with courtesy and efficiency, observing appropriate business…