If you are a current Barnard College employee, please use the internal career site to apply for this position.
Job:
Administrative Manager
Job Summary:
Reporting to the Executive Director of Capital Projects, the Administrative Manager provides support for key positions in Facilities, and Capital Projects. This work consists of broad support involving communications, coordination, finance/budget, real estate, and project-based work. This position will liaise with the business office and should understand transactional workflow between capital budgets, reconciliations and College procurement policies and procedures. Duties also include Board-level support such as preparation of materials, coordination of discussions, and attendance/recording of meeting minutes. This position provides high-level confidential administrative support.
Job Description:
Administrative Support:
Coordinate Board committee meetings and inter and intra-department meetings; manage correspondence/agenda, calendars, meeting notes, and follow-ups.
It may include responsibilities related to Barnard's Board of Trustees, the Cathedral Gardens board, or others.
Maintain an active list of open action items and deliverables.
Manage electronic calendars and telecommunications for staff; understand and react quickly to shifts in priorities; make appointments, set up meetings, send reminders, and communicate changes on a timely basis.
Submitting purchase orders, creating presentation slides, and data analysis
Maintain all office files, including confidential personnel matters, budget notebooks, capital projects, lease renewals, construction contracts, and the like.
Ensure they are up-to-date and that older files are disposed of in an appropriate manner.
Act as Customer Service conduit for all employee, external, and internal stakeholders.
Assist with various committees and outreach to student and faculty departments.
Serve as a conduit for administrative, faculty, and students on office-related activities.
Respond to inquiries and requests for information as appropriate.
Update the website as required and coordinate content as needed.
Work with various stakeholders on updating required timelines and deliverables, including technology-based projects.
Coordinate travel arrangements.
Executive support
Coordinate all routine requests
Compile data across departments in a timely fashion.
Update portals on Barnard's intranet with enacted policies and procedures.
Maintain all office files.
Provide occasional research on topics and special projects
Assist in training on various topics.
Assist with the development and implementation of project management strategies.
Serve as a liaison between the Business Office and Operations teams.
Financial Support and Project-Based Work:
Maintain and update budgets as requested for Operations departments; process and maintain purchase orders, payments, and invoices as required.
Coordinate special projects as assigned, including smaller capital and repair and replacement projects.
Update contracts as required and maintain a master schedule of contract expirations in coordination with the Office of General Counsel.
Coordinate lease renewals and capture business terms for property discussions, working alongside departments and with outside service providers.
Maintain ongoing project plans for short and long-term planning.
Assist other departments in payroll compilation and create reports on overall profit/loss, revenue, and expenses. Make recommendations on new business ventures based on profit/loss data and mission, analyzing risk in all ventures.
Capital Projects:
General responsibilities include, but are not limited to, the following:
Liaise with project managers, facilities managers, outside consultants, and vendors to assist with site visits, space accessibility and coordinate deliveries that are project specific.
Liaise with project managers, facilities managers, and outside vendors and provide assistance if temporary signage is needed for project work.
The candidate may create and install temporary signage in locations that are coordinated with the managers and other College partners.
Liaise with consultants and vendors to provide support to the capital project managers to manage financial workflows such as receiving and reviewing proposals, contracts, invoices, etc.
Support the capital project managers with Workday needs, such as financial submissions for processing and preparation of documents, as well as budget reconciliation.
Liaise with the College business office to ensure proper transactional workflow for Capital projects.
Maintain the primary schedule of contract and insurance expirations for all Capital Projects department vendors in coordination with the College's Office of General Counsel.
Coordinate working locations on campus for staff and vendors as needed.
Skills, Qualifications & Requirements:
Knowledge, Skills, and Abilities:
Ability to organize work, set priorities, and follow through on projects requiring meticulous attention to accuracy and detail.
Ability to meet deadlines and work well under pressure.
Ability to communicate effectively both orally and in writing.
Extensive experience and proficiency with the Microsoft Office Suite of computer programs such as Word, Excel, Access, PowerPoint, and Outlook.
Knowledge of web programs, payroll systems, and scheduling systems preferred.
Ability to maintain strict confidentiality.
Demonstrated ability to work with and track capital budgets, reconcile vendor invoices and work with the College business office
General proficiency and ease with technology
Special projects support as needed
Required Qualifications:
Bachelor's degree, with a minimum of three to five years as support personnel for senior professionals, or equivalent experience.
Preferred Qualifications:
Experience working in higher education or with similarly complex institutions.
Experience in construction or facilities administration and management.
Physical Qualifications:
Ability to access any portion of a construction/facility site, including climbing ladders
Ability to lift 25 pounds.
Work Location:
Primarily on-site.
To Apply:
Submit cover letter and resume.
Provide references upon request.
Salary Range: $72,000 - $77,000 annually
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Since its founding in 1889, Barnard has been a distinguished leader in higher education, offering a rigorous liberal arts foundation to young women whose curiosity, drive, and exuberance set them apart. Ours is a diverse intellectual community in a unique learning environment that provides the best of all worlds: small, intimate classes in a collaborative liberal arts setting dedicated to the advancement of women with the vast resources of Columbia University just steps away in the heart of vibrant and electric New York City.