Admn Manager-Special Projects

• Job Type: Officer of Administration
• Regular/Temporary:
  Temporary
• End Date if Temporary:
  June 30, 2027
• Hours Per Week: 35
• 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.

Position Summary

The incumbent provides proactive, responsive, highly confidential, and effective executive-level support to the Columbia Health Associate Vice President, Administration & Chief of Staff. The incumbent also provides limited support to other members of the Columbia Health senior leadership team. They will work closely with the AVP/Chief of Staff to:
Manage complex and extensive schedules (including planning meetings and events);
Keep the AVP/Chief of Staff abreast and well informed of upcoming commitments, responsibilities, and relevant information; and ensure appropriate follow‑up and resources are available. They will serve as the primary point of contact for internal and external constituencies on matters pertaining to the AVP/Chief of Staff’s Office, including highly sensitive and confidential matters. The incumbent will draft correspondence and communicate on behalf of the AVP/Chief of Staff, as appropriate;

prepare, generate, and process reports, and coordinate projects, assignments, and other initiatives that advance the mission of Columbia Health.

The Administrative & Special Projects Manager acts as a liaison with the University’s community, interfacing with senior and professional staff, faculty, and external partners. Serves as project leader for various strategic initiatives and events sponsored by Columbia Health and collaborates with the Senior Leadership and other staff to develop and maintain strategies, protocols, and processes for effective project management and execution.

Serves as a key operational and central resource for Columbia Health.

Responsibilities

• Provides highly confidential executive level support, including complex calendar management, meeting coordination, and event support.
• Interfaces with representatives of senior administrators of the University and members of Columbia Health on a consistent basis.
• Manages a complex meeting schedule (in‑person, phone, virtual) and prepares meeting materials and follow‑up documents, including minutes.
• Coordinates and assists in gathering resource information for meetings and presentations and prepares reports and presentation materials.
• Proactively monitors upcoming meetings commitments, and deadlines to ensure the AVP/Chief of Staff is well informed, and is appropriately briefed.

• Welcomes guests, in person and on the phone, and serves as the principal public relations ambassador, answering or directing inquiries as needed.
• Plans and develops workflow procedures, ensuring correct and timely completion of all administrative work and anticipate future needs
• Assists in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the office.
• Serves as primary liaison with building and venue managers, outside vendors/contractors and other stakeholders.
• Prepares check requests, travel expense reports, petty cash requests, contract materials, purchase requisitions and payment of invoices and expense reimbursements for AVP/Chief of Staff and associated units, including CU-EMS.
• Independently identifies and develops systems to facilitate the smooth functioning of the office.

• Initiates…