Administrative Coordinator, Office Management and Protection of Minors

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $64,000 - $68,000

Position Summary

The Office of Institutional Equity (OIE) serves as a centralized resource for addressing all reports of discrimination and discriminatory harassment, including reports that involve alleged violations of Title VI and Title VII, reports that involve alleged violations of Title IX and the University's Gender-Based Misconduct Policy, as well as reports that relate to violations of the Protection of Minors Policy. The Office is responsible for reviewing, investigating and managing all incidents from inception through resolution whether the Respondent is a student, faculty, staff member or affiliate.

Columbia University is committed to ensuring a safe and supportive environment for all staff, faculty, students, and visitors to campus. This includes a commitment to the protection of minors (less than 18 years of age) who visit the campus and/or participate in various types of university programming or programs hosted by outside. To assist in meeting this objective we are seeking an Administrative Coordinator to act as the Office's gatekeeper and field a variety of high-priority and confidential inquiries and requests as well as support the administrative functions of the Protections of Minors Division. The incumbent will work independently and will be required to use sound judgment when handling sensitive information. They will also engage in frequent interactions with diverse groups of employees, students, and faculty. The Administrative Coordinator will triage calls and correspondence directed to the office and the Vice Provost for the Office of Institutional Equity and Executive Director of Protection of Minors.

The Administrative Coordinator reports to the Assistant Director of Operations.

Responsibilities

Protection of Minors

• Oversee compliance of training and background checks for all POM programs at the University. Liaise with program administrators to follow up on compliance issues and escalate as necessary to the Executive Director.
• The Coordinator will oversee the registration process, including the management of the Protection of Minors database.
  
  
  
  • Assign the training in the University's learning management system or other software, as needed, and determine if the program requires background checks.
  • Work with Central HR to facilitate the background check process for minors programs where necessary.
  
  
  
  
• Provide regular reporting to POM program leaders.
• Report on the progress of the program to the University administration and the Executive Director of POM.
• Upload and maintain training course content within the University's learning management system or other software.
• Provide users with technical support as needed.
• Work as part of a two-person team with the Executive Director in establishing objectives, determining priorities, and problem-solving.

Administrative

• Provide sophisticated calendar management for the Vice Provost for Equal Opportunity and Affirmative Action and Executive Director of Protection of Minors utilizing judgment and an understanding of priorities to ensure the daily schedule is organized towards day-to-day priorities.
• Implement time management best practices to manage projects and conflicting priorities.
• Provide technical and detailed logistical guidance to internal and external participants of the Office's meetings and events, including senior University administrators, faculty, and relevant stakeholders.
• Manage and respond to all Protection of Minors inquiries.

Operations

• Improve the efficiency of the day-to-day administrative operations of the office with a focus on creating, reviewing, and implementing functional procedures, including management of conference room reservations.
• Responsible for contacting Columbia University Facilities and Operations to address facility concerns and Columbia University Information and Technology (CUIT) for technology.
• Manage the front office/reception desk area, acting as the initial point of contact for all scheduled or unannounced visitors and phone calls.
• Responding to inquiries and/or redirecting as necessary.
• Utilize discernment and an understanding of the department's key functions to ensure messages are delivered to the appropriate parties in a timely fashion.
• Create and implement a process to track office inventory, ensuring it is up to date and direct ordering of supplies, furniture, and materials as required.
• Assist the Assistant Director of Operations with finance and budget duties, including processing of invoices, expenditures, reimbursements, etc.
• Coordinate with Columbia University Information and Technology (CUIT) to make certain office technology is maintained and updated as needed.
  
  
  
  • Coordinate with CUIT on equipment-related services, invoices, and payments.
  
  
  
  
• Performs other duties as assigned.

Minimum Qualifications

• Bachelor's degree and/or its equivalent and/or its equivalent and a minimum of two years in related administrative experience in a university or other complex organization is required.
• The incumbent must possess excellent verbal and written communication skills and should have experience and knowledge in drafting legal documents, interpersonal communications, customer service, dealing with ambiguity, program planning, and other organizational skills.
• Must display resourcefulness, discretion, attention to detail, flexibility, and the ability to prioritize and manage multiple tasks.
• Proficiency in Microsoft Office, Google for Education, Adobe Creative Cloud (Acrobat, Dreamweaver, Illustrator, etc.), and other publishing or database software is preferred.

Preferred Qualifications

• Excellent verbal and written communication and organizational skills, good judgment, an appreciation of confidentiality and discretion, and attention to detail.
• Candidate must be well organized and able to manage a demanding workload and complex cases in an accurate and timely fashion
• Able to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, students, faculty, and organizational stakeholders.
• Strong interpersonal, customer service, program planning, and organizational skills required.
  Resourcefulness, discretion, attention to detail, flexibility, and the ability to prioritize and manage multiple tasks are essential.
• Ability to work independently and follow through and handle multiple tasks simultaneously.
• Proficiency with MS Office Suite, Google Suite, Maxient, Adobe Acrobat Pro, and other desktop publishing and database software.

Equal Opportunity Employer / Disability / Veteran

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