• Job Type: Officer of Administration
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $55,805 - $63,000

Position Summary

Columbia Business School has been pioneering business practices and educating leaders from around the world for over a century. We join rigorous academic theory and real-world practice through broad engagement with the business community. In doing so, we foster in students an entrepreneurial mindset for recognizing and capturing opportunity - critical attributes for global business leaders.

Reporting to the Senior Associate Director, Communications & Operations, the Reception Coordinator will function as a receptionist for the Career Management Center (CMC) and be the first point of contact as people both arrive at and contact the office. The role will also serve in an office management function, coordinating the needs of the CMC as well as external partners in relation to the CMC's facilities.

The Reception Coordinator must be able to understand and assist the various constituents who will come into the office, including faculty, staff, students, executive visitors and speakers, alumni, corporate partners, vendors, contractors, and any other visitors. This person must maintain a high level of customer service, professionalism and tact in all communications and interactions, and be able to multitask by assisting the stated constituents at a high level while performing other administrative duties and maintaining the day-to-day operations of the CMC.

Responsibilities

• Coordinates Reception Area; greets all visitors to Career Management; keeps informed in advance of recruiting events, appointments, and meetings to provide appropriate greeting and direction, and assists with the orientation of new recruiters. Coordinates busy CMC corporate client and visitor calendar. Strictly adheres to a predefined work schedule. Coordinates schedules of casual student workers.

• Responds to phone, email, and walk-in inquiries from faculty, staff, students, executive visitors and speakers, alumni, corporate partners, vendors, contractors, and any other visitors; provides the highest level of customer service in directing busy office traffic. Manages CMC mail distribution and effectively manages students with walk-in questions or concerns.

• Serves as first level support to students and employers, conducts basic troubleshooting of technical questions related to the CMC's platforms.

• Assists Associate Dean with organization of special projects.

• Organizes room reservations and offers administrative support for robust schedules related to CMC programming and other high level career management events for MBA students; represents CMC within the School and works with the Dean's Office room scheduler staff.

• Provides arrangements for programs, office gatherings, and business meetings involving internal and external constituents, including materials, catering, name plates, nametags, etc. Performs duplication of materials. Responsible for ensuring those materials are delivered and/or received in an efficient and timely manner.

• Coordinates and communicates to students and other relevant populations the office hours and schedules of professional staff; communicates with students regarding registration for career events, assists officers in designing, drafting, and distributing marketing materials for the programs, provides status updates, and tracks student attendance and participation.

• Works with the Senior Associate Director, Communications & Operations, to support CMC's use of the VMock platform ("COIN"), an AI system featuring a jobs board, advising scheduler, resume tool, etc. with basic troubleshooting. Supports annual updating and editing process of online learning content on Canvas, Slate, CMC website, and other software platforms.

• Monitors inventory and operational upkeep for Recruiters Lounge, interview/multi-use rooms, and offices, including ordering of office supplies; coordinates maintenance of CMC areas for seasonal recruiting and corporate meetings. Communicates needs to Director of Employer Relations. Ensures that CMC facilities remain clean and welcoming spaces, coordinating with Columbia University Facilities teams as required.

• Performs related work as directed.

Minimum Qualifications

• High School diploma or its equivalent required. Three years of related experience required.

• Strong interpersonal, organizational, written and oral communication skills required. Must have strong customer service focus with demonstrated experience in this area. Must have a demonstrated ability to work with large and diverse groups in a highly professional manner. Must be able to work with changing priorities in a busy environment. Must exercise sound judgment. Proficiency in MS Word, PowerPoint, Excel, as well as Google Workspace is required. Must be technology savvy.

• Ability to work as part of a team necessary, as well as the ability to work with minimal direction.

• Overtime may be required during peak periods, including early mornings (7:00am), late evenings and select weekends with advance notice.

Preferred Qualifications

• College degree strongly preferred.