Posting Summary:
The Center for the Professional Education of Teachers (CPET; tc.edu/cpet) is seeking a full-time Administrative Coordinator to provide operational support and event/project coordination to the Center.
Job Summary/Basic Function:
Reporting to Initiative Director, 21st Century Learning at the Center for Professional Education of Teachers, the incumbent will be responsible for providing administrative support and coordination to ensure the efficient operation of the office. The Administrative Coordinator will support the managing of day-to-day office tasks, facilitating communication, and assisting various teams as needed.
Office Administration
• Serve as a point of contact for internal and external stakeholders, respond to Center inquiries via email, phone or in person and direct to team members as appropriate
• Update and maintain Center inventories and submitting all supply orders for approval
• Collaborate with team members to provide administrative support
• Participate as part of CPET’s Core Team, attending team meetings
• Engage in critical reflection and community building activities to increase collaboration and professional effectiveness
• Attend to internal communication, systems and structures established throughout the Center
• Provide support to seasonal tasks like processing vendor contracts, grant proposals, or other center projects to be determined
Provide monthly documentation, and weekly communication to Center Director and supervisor on completion of projects, support, and celebrations
• Provide prompt and professional support to CPET’s Founding Director, Center Director and operational and coaching leaders
• Coordinate with workshop facilitators on event specific materials,
• Maintain and manage promotional materials, external resources, and prepare communication to partners and stakeholders
• Completion of time-sensitive projects, such as:
o Generate data reports for CPET projects including school evaluations, workshops, conferences, on-site PD, and internal meetings
o Prepare and receive mail and packages for and from partners and stakeholders
• Liaison with TC Business office for printing and shipping needs
• Liaison with TC offices (including Facilities, Media Services, Room Assignments, Columbia Dining) to fulfill Center requests
Event Planning & Support
• Provide event planning for department events which include CPET team members, partner schools, educational leaders, international organizations, TC students, and local educators
• Collaborate with CPET team members to design and implement Center events
Liaison between Center and TC Offices:
• Room Assignments, Media Services, Columbia Dining, Facilities for regular PD workshops and large-scale Center events.
• Place orders, manage reservations, and communicate event details with relevant Center staff
• Track requests, communicate with Center staff to understand the general and specific goals, follow Center procedures for making orders
• Fulfill event needs using a thorough knowledge of internal TC systems, and assisting with day-of event needs
• Participate in pre-event setup, event breakdown, and troubleshooting support throughout the event’s duration.
• Collaborate on post-event data entry & reports related to PD session feedback, test scores, etc.
Documentation & Systems
• Manage and monitor project budgets and expenses
• Manage centerwide calendars, scheduling and communication for team meetings and events
• Collaborate on completion and submission of financial paperwork related to budgets, deposits, and personnel
• Regularly utilize TC systems to complete projects including: 25 Live, the Gottesman Library reservation system, Unimarket, Banner, Media
Services’ reservation system, MyTC
• Utilize external systems including: DOE Vendor Portal, EFT Portal
• Support CPET systems include those which track project progress, budgets, staff availability, and more
• Enter and maintain confidential electronic records, paperwork, and scanning as needed to support CPET programs including participant attendance records, and CTLE records
• Manage and maintain internal systems for tracking of supply inventory, spending, event information, emergency contacts, and travel documentation
• Use electronic and physical filing systems to maintain systems like new applicants, contact lists, giveaways, etc.
• Follow proper procedures for tracking and managing expenses across Center projects
Support Training Programs
• Serve as the main point of contact for High School Student Internship program
o Develop projects specific to HS Interns
o Manage Internship training program
o Support interns to reflect on the impact of their learning experiences
• Maintain and update the CPET Policies and Procedures Handbook for Administrative Coordinators
• Serve as the main point of contact for Student Fellows completing Office Hours
Other duties as assigned
Minimum Qualifications:
• Bachelor's degree or equivalent in education, training and experience
• One year of administrative experience
• Fluency in Google Suite and Microsoft Office and ability to learn and adapt to new technology.
• Ability to navigate collegiate environment in order to manage responsibilities
• Ability to prioritize and problem-solve in a timely manner
• Self-motivated and detail-oriented
• Excellent time management skills
• Strong verbal and written abilities
• Excellent interpersonal skills
• Must be flexible in hours to support CPET events (early morning or late evenings as required)
• Ability to multitask and prioritize tasks effectively.
• Must be able to demonstrate discretion and professionalism in handling confidential information at all times
• Ability to work independently, collaboratively across multiple offices and in a team environment
Preferred Qualifications:
• 3-5 years administrative experience
• Advanced knowledge of Google Suite and Microsoft Office
• One year administrative experience in a higher education setting
• Working knowledge of Teachers College departments and systems
• Prior event management experience
Salary Range:
$44,000 - $50,000
Work Modality:
Onsite
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, and supplemental insurance plans; flexible and hybrid work schedules; tuition remission; life insurance; short and long-term disability insurance; an exceptional employer retirement matching program; health savings accounts (HSA), flexible spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a robust Employee Assistance Program (EAP).
If you would like to request any disability related accommodations to complete the job application or to participate in the interview process, please email:oasid@tc.columbia.edu.