Administrative Assistant, Visitor Relations

The Trustees of Columbia University in the City of New York • New York, NY • 1h ago

Job Type: Support Staff - UnionBargaining Unit: Local 2110Regular/Temporary: RegularEnd Date if Temporary:Hours Per Week: 35Standard Work Schedule:Building:Salary Range: $59,390 - $59,390/AnnuallyThe salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.Position SummaryReporting to the Senior Associate Director, Visitor Relations, the Administrative Assistant provides comprehensive administrative, operational, and programmatic coordination for the Visitors Center. The role serves as a primary point of contact for prospective students, families, campus partners, and University visitors.The incumbent coordinates on-campus visit programs that support recruitment and yield efforts for Columbia College, Columbia Engineering, and General Studies; oversees front-desk and daily operational functions of the Visitors Center; assists with visitor communications and logistics; and provides analytical and administrative support to leadership. The position requires the ability to manage competing priorities in a high-volume environment and regular interaction with internal and external stakeholders.ResponsibilitiesPerforms core administrative and operational activities of the Visitors Center, ensuring continuity of daily operations and a high-quality visitor experience.Serves as a primary point of contact for prospective undergraduate and graduate applicants, families, school counselors, and University visitors; conveys accurate information regarding admissions processes, visit programming, and University messaging.Coordinates on-campus visit programs and group tours, including scheduling, space coordination, visitor flow management, and logistical planning in partnership with Admissions staff and campus service providers.Responds to visitor concerns and operational issues; determines appropriate escalation to senior leadership when necessary.Provides comprehensive administrative support to the Visitors Center, including calendar and schedule management, facilities and service requests, supply coordination, inbox management, and phone coverage.Performs daily opening and closing activities for the Visitors Center; maintaining the physical presentation and readiness of public-facing spaces.Provides group visit logistics, supports tour dismissal processes; and imparts guidance and direction to student tour guides and front-desk student staff during daily operations.Coordinates onboarding, training, and ongoing guidance for student workers supporting front-desk and visitor operations; supports student worker engagement activities and events.Collects and maintains visitor surveys and statistical data; and prepares regular reports and summaries for the Senior Associate Director to support operational planning and decision-making.Collaborates with internal University partners (Admissions, Facilities, Public Safety, Events, and other administrative units) to ensure seamless coordination of visits and programs.Represents the Visitors Center professionally in interactions with internal and external stakeholders, exercising discretion when handling sensitive or confidential information.Performs other related duties as assigned.Minimum QualificationsHigh School diploma or the equivalent required.A minimum of three years of progressively responsible administrative or operational experience, or an equivalent combination of education and experience, preferably in a university or other complex organization.Excellent verbal, written, interpersonal, and organizational skills.Demonstrated ability to exercise sound judgment, discretion, and professionalism in a high-volume, public-facing environment.

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