A Graduate School of Education, Health & Psychology

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

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

Salary Range:

$33.79 - $33.79

Work Modality:

Hybrid