Career Center

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range:

Position Summary

Reporting to the Director of Finance and Administration, the incumbent provides  financial  and administrative support for all academic and financial functions of the department. The  role works under general supervision to provide general administrative, clerical, and transactional finance support for the

Department. Processes academic paperwork and forms; maintains student and alumni records.

Purchases office supplies by using the departmental Purchase Card (PCARD). Reviews all invoices and perform quality check, including verification that they have not been previously billed, that totals are accurate, sales tax has not been charged, etc. Perform research, including checking for duplicate payments, review of processed invoices to validate subcode, etc. and carry out other analyses and reconciliations as directed. Provides support for departmental events including seminars. Answers phones, responds to inquiries, receives visitors, types correspondence, schedules meetings, files invoices, provides logistical support for events, and performs other related duties as assigned. Liaison with vendors, managers and central Procurement to resolve any processing issues. Process requisitions and purchase orders and interdepartmental invoices.    This position also serves faculty, students and visitors by greeting, welcoming, and directing them appropriately; notifies department member of visitor arrival and performs other tasks, duties, and responsibilities as required.

Responsibilities

• (45%) Purchasing with PCARD, creating purchase orders; reconciling and order tracking. Evaluates and recommends products, assists in soliciting bids, processes requisitions and purchase orders. Responsible for P-Card transactions and monthly reconciliation. Compiles, codes, enters data, processes, and submits Departmental invoices with accurate Chartstring / Combocode, including travel and business expense reports (TBERs), interdepartmental invoices, check requests, P-card purchases, and petty-cash vouchers. Files invoices and performs other clerical A/P support. Tracks and deposits accounts receivable. Paying invoices and reimbursements and filing invoices

• (20%) Welcomes visitors in person or on the telephone. Directs, faculty, staff and related visitors. Maintains safe, clean reception area, continuity among work teams and contributes to team effort. Greets, assists, and directs visitors as a primary contact for the department office suite. Responds to general departmental telephone inquiries and email correspondence and directs inquiries to the appropriate person(s) for resolution. Conveys information about Columbia University policies and procedures.

• (20%) Supporting Department events (including the weekly seminar) Provides logistical support for events and other programming. Reserves rooms for classes, meetings, and events. Assists with A/V setup, catering, facilities setup, and directing of student and work-study assistants. Assists with travel arrangements and other logistical needs.

• (10%) Providing student information by providing data entry and other support for the processing of GRA stipend, tuition, and the billing of the appropriate grant sources. Provides administrative and clerical support for the Student Services functions, assisting and working in close collaboration with Office Manager. Assists in maintaining internal departmental database (Excel) records of GRA/TA appointments and funding. Assists with the planning, scheduling, and logistical support for student-oriented events and programming. Organizes and maintains student files, and generates reports and compilations as requested.

• (5%) Other general office duties (getting and disseminating mail, delivering items, checking in pkgs,etc. Performs other tasks, duties, and responsibilities as required.

Minimum Qualifications

• Required:

   

  Education: High School Diploma or its equivalent required.

  Experience: At least 2-3 related experience, or the equivalent combination of education and experience required. Must have a strong customer service focus and demonstrated ability to work as part of a team. Must have excellent oral and written communication skills, strong typing skills, and strong organizational and interpersonal skills. Must be able to exercise good judgment, work under pressure and deadlines, and carry out multiple assignments.

  Skills and Knowledge: Knowledge of pc, excel, ability to work as part of a team, strong interpersonal, analytical, mathematical and communication skills, and ability to meet and to meet deadlines in a fast-paced environment

   

  Preferred:

   

  Education: College degree

  Experience: Previous experience in A/P and A/R strongly preferred. Previous database management and financial software experience preferred, especially with Accounting at Columbia (ARC) system. Previous experience in a Higher education setting is preferred.

  Skills and Knowledge: Knowledge of ARC, knowledge of purchasing with PCARD

Equal Opportunity Employer / Disability / Veteran

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