Department Secretary
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. The incumbent will support the smooth and professional operation of the department, foster an environment that promotes faculty professional development and administrative effectiveness, and serve as a liaison to forge productive working partnerships with colleagues.
Characteristic Duties And Responsibilities
Administer front-line customer service to students and visitors.
Support the Director of Academic Administration with training and general support of academic secretaries.
Collaborate with TCIT, Purchasing, Disbursements, and other campus partners to support operational and administrative workflows.
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.
Coordinate logistical components of events, including reserving spaces, facilities support/setup, AV services, organizing catering, preparing signage, etc.
Assist with planning and coordinating key departmental gatherings, such as holiday celebrations, luncheons, and convocation-related activities.
Support faculty, staff, and students by providing guidance on departmental and College policies and assisting with troubleshooting when challenges arise.
Support the Director of Academic Administration with the budget process, initiate, process, and track all requisitions and orders, including issuing honoraria to guest speakers and payments to consultants.
Aid in the processing of vendor purchase requisitions, orders, and invoices in a timely and accurate manner.
Aid in the reimbursement and stipend process.
Maintain departmental budget tracking documents.
Assist with event coordination and logistics, including reserving spaces, facilities support/setup, AV services, organizing catering, preparing signage, etc.
Perform other duties as assigned.
Minimum Qualifications
A high school diploma.
Four (4) years of progressive office administration experience.
Proficiency in Microsoft Office, Google Workspace, and Zoom.
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.
Preferred Qualifications
An 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.