Reporting to the senior executive assistant/office manager, the administrative coordinator will play a critical role in the Institute, supporting a broad range of administrative and financial tasks using independent judgment. The incumbent will manage the daily financial activities of the Institute, oversee day-to-day office operations and events, and provide front-line and high-level administrative and technical support for the Institute.

About us

The Knight First Amendment Institute defends the freedoms of speech and the press in the digital age through strategic litigation, research, and public education. We aim to promote a system of free expression that is open and inclusive, that broadens and elevates public discourse, and that fosters creativity, accountability, and effective self-government.

Since its establishment in 2016, the Institute has filed precedent-setting litigation, undertaken major interdisciplinary research initiatives, and become an influential voice in debates about the freedoms of speech and the press in the digital age. Its active litigation docket includes cutting-edge cases relating to transparency, surveillance, and social media. Through its research program, the Institute has hosted leading thinkers as visiting scholars and published influential essays focused on emerging threats to the system of free expression. It has also hosted public events on issues including new technology and public discourse, data journalism and the law, the First Amendment and inequality, national security journalism, and the implications for public discourse of economic concentration in the technology sector.


Responsibilities

Responsibilities include:

  • Financial operations: Using the University’s online financial management tool (ARC) and other related financial systems, the administrative coordinator will:
    • Initiate and process invoices, check/wire requests, expense reports, and internal transfers;
    • Initiate and process requisitions and purchase orders, managing the vendor creation process and ensuring compliance with university policy;
    • Reconcile P-Card purchases, and monitor and verify other transactions;
    • Coordinate with and support the office manager and chief of staff on a full range of financial processes.
  • Office Operations:
    • Serve as first point of contact for visitors and for those reaching out to the Institute by phone and online, and direct guests and requests as appropriate;
    • Manage and oversee office operations, including managing supply inventory, overseeing supply purchases, and maintaining office equipment in good working order;
    • Oversee conference room reservations and requests, and other facilities scheduling and coordination;
    • Responsible for technology setup/coordination for meetings and events, with comprehensive understanding of the utilized technologies;
    • Manages event planning for on-site conferences and meetings, including room/venue reservations, executing catering, and managing event setup and breakdown.
  • Staffing and staff support:
    • Support the office manager and chief of staff in all phases of the recruiting and hiring process, including developing and revising internal and external job postings, gathering and managing candidate information and materials, and helping to coordinate the onboarding process;
    • Co-manage, with the office manager, staff and office calendars, and initiate scheduling arrangements, including complex meetings involving multiple parties and extensive arrangements;
    • Provide high-level coordination and support to the office for the office manager, chief of staff, and other Institute staff, including researching, writing, and proofreading correspondence, presentations, memorandums, and other reports;
    • Provide support to full Institute staff for Institute-related travel planning and arrangements;
    • Troubleshoot routine issues relating to equipment and office, IT, and Columbia University systems; escalate issues using independent judgment.
  • Other:
    • Lead special projects as assigned and innovate existing processing and systems when possible;
    • Additional duties as needed.

Minimum Qualifications

  • Bachelor’s degree or equivalent and 2-3 years of related experience required. 
  • Excellent written and verbal communication skills and outstanding interpersonal skills.
  • Strong attention to detail; able to manage multiple tasks accurately and efficiently.
  • Ability to quickly learn and effectively navigate the university’s online processing platforms and related financial policies.
  • Strong computer skills, including proficiency with Microsoft Office and Outlook.

Preferred Qualifications

  • Knowledge of and experience with Columbia University’s administrative processes and systems.

Required Application Requirements

Candidates must apply through the Columbia University Careers website here. Applications should include the following materials: 

  • Cover letter explaining your interest in the position, including a description of any relevant life or work experience;
  • Resume; and
  • Contact information for three references.

Additional information may be requested during the application process. Applications without a cover letter will not be considered.