Reporting to the Senior Executive Director (SED) for Alumni Relations in the Office of Alumni and Development (OAD), the Executive Assistant for Alumni Relations will provide highly confidential administrative support for the SED and will be responsible for assisting with the strategic management of Alumni relations operations. This role, which is one that expected to perform independently and with little oversight, will also be essential in assisting with the development of departmental strategic planning, team management, and project management. In addition, this position will be responsible for supporting the SED with project and data management related to the Alumni Lifetime Metrics Analysis model (ALMA) and coordination of the daily operations of the Alumni Relations team.
Responsibilities include, but are not limited to, the following:
Provide administrative support to the SED, as needed, including but not limited to scheduling and calendar management, preparing and tracking expense reports, and coordinating various types of report requests.
Coordinates with Alumni Relations teams and the OAD Finance team to provide the SED with budgetary management assistance for Alumni Relations day to day operations including preparing financial projections, and reviewing, and reconciling all financial transactions for the various Alumni Relations departments. This position will also provide various ad-hoc reports, with analysis, for various Alumni Relations functions, such as preparing event forecasts and reconciliations.
Serves as office liaison relative to matters of administrative processes and daily operations and enforcing departmental policies and procedures.
Responsible for recordkeeping, as well as, managing all electronic files including financial and event/program related budgets, contracts and documents.
Assists and collaborates with the SED, Alumni Relations and OAD Finance teams regarding contract review and approval, vendor selection, payment requests and approvals, monthly budget analysis, etc.
Manages the regional club and shared interest group liability insurance process including tracking policies, managing premium payment requests and ensure appropriate documentation is routed and submitted.
Manages office related operations to ensure smooth and efficient operations and processes exist within CAA. Drives change in instituting new procedures when necessary.
Assists with the supervision and management of work-study and student workers.
Coordinates calendar and meeting schedule for SED, creates and reviews agendas, prepares requested reports and works closely with the SED to develop training, management and leadership programs and meetings for the alumni relations team.
Provides support for SED team strategic planning and review process and year-end goal and metrics analysis. Also supports the SED with preparation of board of trustee meeting materials and reports.
In coordination with the SED, this position will manage the development of monthly, quarterly/annual reports and statements and verifies accuracy of information submitting the same to management for budget evaluation.
In coordination with the OAD Finance and Information Technology teams, this position will help identify potential areas of automation, process improvement and to better leverage existing or new systems as they are implemented to improve processes and procedures within the department.
Investigates and researches methods relative to cost containment and expense management. May present these findings on an ad hoc basis to senior leaders within OAD.
Supports SED with project management, data management and coordination with the various School and units related to the ALMA model.
Performs other related duties and handle project assignments as required.
Bachelor's degree and/or equivalent required. A minimum of 3-5 years of related experience is required. Previous financial, budget and administrative experience required. Previous project management experience is required. Extensive experience with and understanding of financial processes, terminology, and application software required.Familiarity with various applications including Microsoft Office, Google, Lion Mail and Salesforce is required. Experience dealing with a diverse alumni in a customer service related environment required. Some evenings required.
Extensive knowledge of the ARC financial system, Athena, Salesforce, is preferred. Experience working with other systems such as time and expense reporting, NationBuilder is preferred.
Excellent written and verbal communication skills required. Strong interpersonal and organizational skills required. Awareness and appreciation of cultural diversity and variation in learning styles required. Sophisticated discretion in the handling of confidential information required. Ability to work independently and the ability to operate in a fast-paced, multi-faceted environment with changing priorities required.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 499562
About Columbia University
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.