Administrative Assistant - Rare Book and Manuscript Library, Columbia University
Posted on August 23, 2019
Columbia University Libraries seeks a highly motivated, collegial, and skilled Administrative Assistant to join the Rare Book and Manuscript team. Reporting to the Director of Rare Book and Manuscript Libraries, the Administrative Assistant provides comprehensive administrative support to the RBML Director and staff.
Drafting the director’s and donor correspondence, managing calendars, scheduling meetings, training sessions, and interviews, and coordinating travel arrangements
Submitting expenses for reimbursement for the Director.
Provide support for reading room, public programs and special events.
Serve as primary contact point for Libraries and CU facilities.
Provide hands-on support for meetings in terms of catering, coordinating AV if needed, prepping meeting materials, and room arrangement.
Managing meeting room reservations, room keys, and orienting those renting the rooms to Libraries policies and guidelines.
Sharing directions and requesting guest passes for meeting participants / visitors without Columbia University ID cards.
Acting as a resource for visitors, students, faculty, and staff members seeking information about Libraries services, procedures, and policies.
Assisting in preparing presentations and arranging special events, conferences, and training sessions.
Making time sensitive campus deliveries on Morningside and Manhattanville campuses.
Ordering and maintaining supplies for the office.
Proofreading letters, donor correspondence and grant proposals.
Making photocopies, filing.
Performing other related duties as assigned.
High School Diploma and/or its equivalent required.
A minimum of two years’ related experience or equivalent combination of education and experience required.
Excellent verbal and written communication skills required.
Highly organized; effective at planning.
Attention to detail essential.
Ability to work independently and take initiative in managing workload required.
Resourcefulness and enthusiasm for learning; disciplined work ethic.
Ability to work in a highly confidential environment and to interact effectively with managers, staff, faculty, students, patrons and visitors.
Strong computer skills including proficiency with Microsoft Word, Google Calendar / G-Suite.
Excel and Powerpoint and the ability to update websites essential.
= Ability to manage multiple projects with changing priorities required.