The Administrative Coordinator will assist the Director with coordinating strategies and logistics related to the financial and administrative operations of Undergraduate Student Life (Multicultural Affairs, Residential Life, Student Engagement, Administration & Planning and many recognized student organizations.) The incumbent will assist with critical departmental functions including purchasing, accounts payable, and student advisement. Maintain independent correspondence, research information, process financial documents, organize data, and prepare reports. Prioritize and prepare for daily, weekly, and monthly departmental financial and administrative activities by assembling and organizing documents and information. The Coordinator will liaise with various central administrators from Columbia Procurement, Columbia College, and external vendors.
Provide administrative financial support to the Director and Administration & Planning team by handling a high volume of accounts payable including: processing invoices, petty cash/check requests, deposits for student organization accounts, fundraising, travel advances and travel and business reimbursements, resolving problems with vendors/accounts payable as necessary. Check requests, cash receipts vouchers, journal entries, purchasing requisitions, vendor invoices and reconciliation of statements. Perform detailed, per transaction reconciliation of all transactions on University Financial Statements and in-house department Accounting System.
Monitor Procurement Card (P-Card) program for Undergraduate Student Life staff members. Coordinates with USL staff and Administration and Planning team to ensure adherence to College and University policies. Proactively sends regular communications to all staff to ensure monthly deadlines are met. Provides P-Card training to new staff members and serves as a resource to staff for inquiries and for trouble-shooting.
Monitor administrative and student group ticket sales and deposits including, but not limited to, Metrocard sales, movie ticket sales, ticket sales for student events, yearbook sales, ad sales for publications, participation fee payments, and USL-sponsored student trip sign-ups. Maintain databases for tracking receipts & expenditures, budget reconciliation and ad-hoc reporting. Serve as internal control check against income as received, deposited and recorded by the department Financial Cashier and to intercept any unauthorized expenditures.
Advise students, parents, other University employees, and vendors on a wide array of detailed University financial policies and procedures. Handle telephone and walk-in traffic in office from students and staff addressing general inquiries and providing guidance on University policies and procedures. Refer specific issues to the Director as needed. Assist the Director and department with contracts and related documentation. Coordinate with team members, Columbia College Finance, Columbia University Procurement, Undergraduate Student Life advisers, and others to ensure appropriate documentation is received and processed accurately and timely.
Student organization advising. Provide guidance to a cohort of recognized student clubs informing members about relevant University and Office policies and procedures and helping them interpret the same. Connect student club members to University and other resources to help them explore options related to group leadership, event planning, and implementation. Occasional evening and weekend hours may be required in support of student events.
Provide general assistance to the Director and the Administration and Planning team including, but not limited to, student travel process (travel policies, planning student travel and accommodations for student organizations, reconciling travel cash advances, assisting with monthly P-Card and Travel Card reconciliations); support ongoing departmental assessment efforts, and ad-hoc reporting.
Provide oversight of administrative office operations including, but not limited to, maintaining organization & inventory of supply closet and storage areas, supply purchasing (including office supplies for all USL areas and program-specific supplies), manage package delivery distribution, and distributing mail for USL suite.
Perform other related duties as assigned.
High School diploma or the equivalent required.
Three to four years related experience required (or equivalent combination of education and experience).
Must be able to clearly communicate complex financial policies and procedures to a wide-range of individuals.
Computer literacy required with Windows experience; Microsoft Office suite including strong proficiency with Excel and hands-on experience with intermediate-level Excel functions and macros, Google for Business G Suite (Gmail, Google Drive, Google Calendars, etc.), slack, and others as needed.
Strong analytical and mathematical skills required; excellent written, organizational, communication, and interpersonal skills essential.
Must be self-directed, motivated, detail-oriented, creative, and possess patience, tact, professionalism, and an ability to function effectively with a broad constituency.
Must demonstrate a proven record of anticipating needs, seeing projects from conception to completion, changing directions, and effectively collaborating while managing competing priorities.
Experience handling, prioritizing, and executing multiple projects accurately and providing high-quality results and customer service.
Some weekend and evening hours required.
**Applications received without a resume and cover letter will not be considered.**
College degree strongly preferred.
Background in student affairs, academic administration, and/or previous experience working with Accounting and Reporting at Columbia (ARC) and/or PeopleSoft Financials preferred.
Knowledge of student activities and events required.
Familiarity with assessment best practices, survey technology, and prior experience with coding data preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
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.