Reporting to the Senior Executive Director for Alumni Relations in the Office of Alumni and Development (SED-AR) and the Senior Executive Director of the CAA and University Relations (SED-CAA), the Executive Assistant, Alumni Relations will operate in a dynamic, results-driven, fast-paced environment and is required to be proactive and exercise initiative and independent judgment. This position will work closely with the SEDs on the development of departmental strategic plans and will be solely responsible for the daily administrative operations of the alumni relations team and various project management assignments. In addition, this position will lead efforts with the SED-AR related to project and data management for the Alumni Lifetime Metrics Analysis model (ALMA).
Provides highly confidential support for the SEDs including coordinating team meetings, scheduling, calendar management, creating meeting agendas, preparing/tracking expense reports, and requesting and/or preparing various types of ad hoc reports. Also responsible for executing staff training and development plans and management and leadership programs for the SEDs.
Supports the SED-AR with project management, data management projects and coordinating meetings with the various Schools and units related to ALMA. Tracks outstanding items and helps manage follow-up with the various working groups.
Provides the SED-CAA additional logistical and strategic support for high-profile CAA & University Relations-led initiatives.
Serves as office liaison for the alumni relations team regarding administrative processes and daily operations for the SEDs. Also enforces departmental policies and procedures.
Works closely with the SEDs to prepare the team's strategic planning, goal setting, year-end review and metrics analysis processes. Also manages the process for gathering and preparing board of trustee meeting materials and reports. In coordination with the SED-AR, manages the monthly, quarterly and annual reporting processes.
Leads efforts with the OAD Finance and Information Technology teams to help identify potential areas of automation and process improvement. Aids in identifying ways to better leverage technology to improve data entry/management processes and procedures and improve automation/integration within the department.
Manages and identifies areas of improvement related to office operations to ensure smooth and efficient processes and procedures exist within the Columbia Alumni Association.
Manages the regional club and shared interest group liability insurance process which includes: tracking the status of insurance policies, manages premium payment requests and ensures appropriate documentation and approvals are routed and submitted to OAD Finance.
Participates in CAA & University Relations strategic team meetings.
Prepares monthly and ad-hoc reports for various Alumni Relations functions including event cash flow projections and event reconciliations.
Responsible for recordkeeping and managing all electronic files including financial, event, and program-related contracts and documents.
Coordinates the work-study, student worker and intern hiring process with Human Resources for the Alumni Relations team.
Serves as liaison with the OAD Finance Team.
Performs other related duties and handles additional project assignments as required.
Bachelor's degree and/or equivalent work experience and minimum of 4 years' related work experience. Some evening and weekend work may be required.
Extensive knowledge of advancement/alumni-related systems including Athena and/or Salesforce. Experience working with time and expense reporting systems. Experience working with NationBuilder or similar club/group/membership management software.
Previous administrative and project management experience. Excellent written and verbal communication skills. Strong interpersonal and organizational skills. Awareness and appreciation of cultural diversity and variation in learning styles. Sophisticated discretion in the handling of confidential information. Ability to work independently and to operate in a fast-paced, multi-faceted environment with changing priorities. Familiarity with various applications including Microsoft Office, Google and Salesforce. Previous experience dealing with a diverse alumni population or extensive customer-service related experience. Ability to work collaboratively with other units within alumni relations and OAD. Must be able to seamlessly work cross-functionally across administrative and academic units.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 504318
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.