Teachers College - Jobs - Job Details - Department Secretary

Union 2110 - Grade 10

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

Job Summary/Basic Function:
Reporting to the Director of Academic Administration (DAA), the Department Secretary plays a vital role in ensuring the smooth and efficient day-to-day operations of the department. The incumbent will provide direct support to the Department Chair, the DAA, faculty, staff, and students. The position blends administrative coordination, budget and purchasing support, coordinating events and meetings, managing communications, and maintaining office organization and workflow.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Administrative Coordination

• Serve as the lead secretary for the Department Chair and the Director of Academic Administration
• Provide front-line customer service to students and visitors
• Manage the Chair’s calendar and schedule meetings (when requested)
• Prepare and maintain departmental records, correspondence, and reports
• Provide general support to other secretaries and serve as a resource on departmental policies and procedures
• Work collaboratively with on-campus departments such as TCIT, Purchasing, and Disbursements to support operational and administrative processes
• Oversee office operations, including ordering and maintaining inventory of supplies and equipment, submitting facility work orders, and processing departmental forms and documentation
• Perform clerical and office management duties, including file maintenance, mail distribution, interoffice deliveries, answering phones, and providing reception support
• Prepare meeting agendas and minutes for monthly department faculty and program director meetings
• Assist in maintaining the Department’s website as requested
• Support onboarding logistics for new hires, including workspace setup, office access, technology requests, and access requests
• Troubleshoot basic technology issues and coordinate with IT for escalations.
• Assist with moderating Zoom meetings

Financial Processing

• Process P-card purchases and reconcile monthly statements.
• Assist with the processing of vendor purchase requisitions, orders, and invoices in a timely and accurate manner.
• Assist with reimbursements and stipends
• Track and troubleshoot budgetary issues, including transfers and expense logs.
• Maintain departmental budget-tracking documents.

Communications and Publications

• Create and distribute fliers (Canva), newsletters (Mailchimp), and department calendars (VistaPrint).
• Manage advertising and submission calls for departmental events and student projects.
• Support event announcements and internal communications for staff, faculty, and students.

Event Planning and Logistics

• Organize and execute major departmental events (holiday parties, retreats, luncheons, graduation celebrations)
• Provide day-of-event support, including setup, troubleshooting, and coordination with vendors and campus partners.
• Manage event logistics, including venue/room reservations (25Live), facilities support, AV requests, catering, signage, and communications.
• Track event-related expenses and reconcile budgets as needed.

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
• Proven comfort and competency in basic budget tracking and financial record-keeping
• Strong written/verbal communication, interpersonal, and analytical skills to work effectively with diverse constituents, including students, alumni, faculty, and administration
• Excellent grammar, spelling, and punctuation
• Strong computer skills (i.e., Word, Excel, PowerPoint, Google Suite) as well as the ability to learn and use web-based technology
• Proven ability to be solutions-driven
• Excellent time management skills with the proven ability to meet deadlines.
• Strong attention to detail and accuracy in data entry, recordkeeping, and correspondence
• Strong organizational skills with the ability to manage multiple priorities effectively
• Ability to work independently, show initiative, and be a team player
• Ability to handle confidential information with discretion
• Must be able to work in a highly visible area with frequent interruptions
• Ability to lift up to 15 pounds

Preferred Qualifications:

• Associate’s degree 
• Five (5) years of experience in an office setting
• Experience in higher education or an academic environment
• Familiarity with Google Workspace
• Familiarity with Banner ERP.
• Skills in database management, familiarity with newsletter/flyer design, and presentation creation
• Familiarity with Canva, Mailchimp, Chrome River, Terminal Four, Unimarket or other similar software

Salary Range:

$32.16 - $32.16 

Work Modality:

Hybrid