Department Secretary

About the Role

Title: Department Secretary

Location: New York City United States

Job no: 513930
Position type: Staff
Categories: Hybrid

Job Description:

The Department of International & Transcultural Studies at Teachers College, Columbia University, is seeking a Department Secretary to provide administrative support to the department.

Job Summary/Basic Function:

Reporting to the Director of Academic Administration (DAA), the Department Secretary will support the smooth and professional operation of the department. The incumbent will assist the DAA in fostering an environment that promotes faculty professional development and administrative effectiveness. The successful candidate will interact with a diverse group of faculty, staff, students, and visitors at all levels within Teachers College and serve as a liaison to forge productive working partnerships with colleagues.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Administrative Coordination

• Serve as lead secretary for the Department Chair and Director of Academic Administration

• Provide front-line customer service to students and visitors

• Support DAA with training and general support of academic secretaries

• Work collaboratively with TCIT, Purchasing, Disbursements, and other campus partners to support operational and administrative workflows

• Assist in maintaining the Department's website as requested

• Oversee office operations, including ordering and maintaining inventory of supplies and equipment, submitting facility work orders, and processing departmental forms and documentation

• Provide ongoing support to faculty and assist with emergent requests as needed

• Perform clerical and office management duties, including file maintenance, mail distribution, interoffice deliveries, answering phones, and providing reception support

• Coordinate administrative processes such as course scheduling and catalog updates to ensure accuracy and compliance with College standards

• Assist with organizing department workshops and events

• Support faculty, staff, and students by providing guidance on departmental and College policies and assisting with troubleshooting when challenges arise

Financial Processing

• Support DAA with the budget process

• Initiate, process, and track all requisitions and orders, including issuing honoraria to guest speakers and payments to consultants

• Assist with the processing of vendor purchase requisitions, orders, and invoices in a timely and accurate manner

• Assist with reimbursements and stipends

• Assist with maintaining departmental budget tracking documents

Event Coordination & Logistics

• Assist with planning and coordinating key departmental gatherings, such as holiday celebrations, luncheons, and convocation-related activities

• Oversee logistical components of events, including reserving spaces, facilities support/setup, AV services, organizing catering, preparing signage, etc.

• Other duties as assigned

• An assessment may be given to test the candidate's proficiency, as well as typing skills

Minimum Qualifications:

• High school diploma

• Four (4) years of progressive office administration experience

• Proficiency in Microsoft Office, Google Workspace, and Zoom as well as the ability to learn and use web-based technology

• Strong written/verbal communication, interpersonal and analytical skills to work effectively with diverse constituents, including students/alumni, faculty, and administration

• Working knowledge of database creation and web maintenance

• Exceptional organizational skills, attention to detail, and ability to multitask

• Excellent grammar, spelling, punctuation and communication skills

• Excellent time management skills with the proven ability to meet deadlines

• Superior understanding of office methods, procedures, and equipment

• Ability to learn, interpret, and apply policies and procedures

• Must be able to work independently, show initiative, and be a team player

• Ability to handle confidential information with discretion

• Ability to take initiative and problem solve

• Ability to lift up to 15 pounds

Preferred Qualifications:

• Associate's degree or higher

• Five (5) years of experience in an office setting

• Experience in higher education or an academic environment

• Familiarity with Banner ERP

• Familiarity with Unimarket, Chrome River, Canva, Mailchimp, 25Live, Terminal Four, Microsoft Office, and other similar software

Salary Range:

$32.16 - $32.16

Work Modality:

Hybrid

Competitive Compensation and Benefits

The salary range reflects the College's good faith and reasonable estimate of the compensation for the position at the time of the job posting. Salary decisions are dependent on several factors, including but not limited to market and organizational considerations, experience, and qualifications of a selected candidate, as well as internal and external equity. Our benefits contribute significantly to the total compensation package that includes medical, dental, vision insurance plans; flexible and hybrid work schedules; tuition remission; life insurance; short and long-term disability insurance; a retirement program; health savings accounts (HSA), flexible spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a robust Employee Assistance Program (EAP).

Hybrid/Remote

Teachers College maintains a hybrid work environment, which provides employees with flexible work arrangements while ensuring we preserve the important aspects of our unique in-person college-campus culture. Depending on role and business needs, colleagues will either work onsite or in a hybrid model (a combination of in-office and virtual days). Employees are expected to live within a 150-mile radius of the College.

Equal Employment Opportunity

Teachers College is committed to fostering an inclusive academic community and to providing equal opportunity in employment. All qualified applicants will receive consideration regardless of race, color, sex, religion, creed, national origin, age, citizenship, disability, marital status, sexual orientation, veteran status, or any other category protected by applicable law.

Position Location Closes Department Secretary New York The Department of International & Transcultural Studies at Teachers College, Columbia University, is seeking a Department Secretary to provide administrative support to the department.