Administrative Assistant Jobs at Columbia University with Visa Sponsorship
Administrative Assistant jobs at Columbia University span departments from academic affairs to student services, supporting faculty, administrators, and research operations across a major research institution. Columbia has an established immigration infrastructure and regularly works with international hires on visa sponsorship for qualified administrative professionals.
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Get Access To All JobsJob Type: Officer of Administration
Regular/Temporary: Regular
Hours Per Week: 35
Salary Range: $66,300.00 - $66,300.00
The 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 Summary
The Administrative Assistant is needed to manage the reception area and administrative suite for both the Programs in Physical Therapy and Occupational Therapy, graduate degree programs within the Department Rehabilitation and Regenerative Medicine, Vagelos College of Physicians and Surgeons. The Administrative Assistant will be responsible for meeting and greeting guests, prospective students, answering phones, and ordering all supplies. This position will support all accounts payable, accounts receivable, purchasing, P-Card, and other related financial transactions.
Responsibilities
- Meet and greet guests, students, faculty and staff and answer phones
- Order all supplies including office supplies and instructional supplies in CU Marketplace and/or use Columbia P-Card or Purchase Order.
- Process all invoices in ARC, creating new vendors and follow-up on outstanding payments. Communicates verbally and in writing with the Purchasing Office as needed.
- Coordinate and take lead in resolving any purchasing related issues and follow-up as needed.
- Compile and process Travel and Business Expenses Reports using Concur as well as serve as Travel Arranger in Concur.
- Use of Columbia Pcard and Corporate Card required following Columbia University guidelines and policies
- Submit all requisitions for facilities and maintenance requests.
- Perform other related duties and responsibilities as assigned.
Minimum Qualifications
Bachelor’s degree or equivalent in education and experience required.
Preferred Qualifications
- Knowledge of finance, purchasing, and accounts payable processes, with experience using ARC preferred; responsible for submitting requisitions for facilities and maintenance requests.
- Ability to prioritize multiple tasks, manage competing deadlines, and work independently with minimal supervision while exercising discretion and maintaining confidentiality.
- Strong communication skills, both verbal and written, with the ability to interact effectively with students, faculty, and staff in a professional manner.
- Excellent organizational, time management, multitasking, and problem-solving skills, with strong attention to detail and the ability to follow up on assignments and requests.
- Proficiency in Microsoft Office and other computer applications.
- Two years of related experience preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Job Type: Officer of Administration
Regular/Temporary: Regular
Hours Per Week: 35
Salary Range: $66,300.00 - $66,300.00
The 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 Summary
The Administrative Assistant is needed to manage the reception area and administrative suite for both the Programs in Physical Therapy and Occupational Therapy, graduate degree programs within the Department Rehabilitation and Regenerative Medicine, Vagelos College of Physicians and Surgeons. The Administrative Assistant will be responsible for meeting and greeting guests, prospective students, answering phones, and ordering all supplies. This position will support all accounts payable, accounts receivable, purchasing, P-Card, and other related financial transactions.
Responsibilities
- Meet and greet guests, students, faculty and staff and answer phones
- Order all supplies including office supplies and instructional supplies in CU Marketplace and/or use Columbia P-Card or Purchase Order.
- Process all invoices in ARC, creating new vendors and follow-up on outstanding payments. Communicates verbally and in writing with the Purchasing Office as needed.
- Coordinate and take lead in resolving any purchasing related issues and follow-up as needed.
- Compile and process Travel and Business Expenses Reports using Concur as well as serve as Travel Arranger in Concur.
- Use of Columbia Pcard and Corporate Card required following Columbia University guidelines and policies
- Submit all requisitions for facilities and maintenance requests.
- Perform other related duties and responsibilities as assigned.
Minimum Qualifications
Bachelor’s degree or equivalent in education and experience required.
Preferred Qualifications
- Knowledge of finance, purchasing, and accounts payable processes, with experience using ARC preferred; responsible for submitting requisitions for facilities and maintenance requests.
- Ability to prioritize multiple tasks, manage competing deadlines, and work independently with minimal supervision while exercising discretion and maintaining confidentiality.
- Strong communication skills, both verbal and written, with the ability to interact effectively with students, faculty, and staff in a professional manner.
- Excellent organizational, time management, multitasking, and problem-solving skills, with strong attention to detail and the ability to follow up on assignments and requests.
- Proficiency in Microsoft Office and other computer applications.
- Two years of related experience preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Tips for Finding Administrative Assistant Jobs at Columbia University
Tailor your resume to Columbia's administrative structure
Columbia posts Administrative Assistant roles across distinct units like the provost's office, graduate schools, and research centers. Align your resume to the specific department's function, not just generic office skills, to stand out in their applicant tracking system.
Verify your visa type matches the role level
Columbia sponsors multiple visa categories for administrative staff, but the process differs significantly. H-1B requires the role to qualify as a specialty occupation, so confirm the position's degree requirements with the hiring department before assuming sponsorship eligibility.
Request LCA details before accepting an offer
Before you sign, ask Columbia's HR or immigration team to confirm the Labor Condition Application wage level for your role. DOL wage levels directly affect your eligibility and the employer's compliance obligations, so knowing this early avoids surprises late in the process.
Apply through Columbia's internal HR portal consistently
Columbia tracks applications through its own recruitment system. Submitting through third-party job boards without also applying on Columbia's portal can disqualify you from consideration, particularly for roles where HR manages sponsorship approvals internally from the start.
Use Migrate Mate to identify active Administrative Assistant openings at Columbia
Columbia lists administrative roles across many departments simultaneously, and openings move quickly. Use Migrate Mate to filter specifically for Administrative Assistant positions at Columbia that are open to visa sponsorship so you're targeting the right listings from the start.
Gather credential equivalency documentation early if needed
If your degree is from outside the U.S., Columbia's immigration team and USCIS will need a credential evaluation confirming equivalency to a U.S. bachelor's degree. Obtain this from a NACES-approved evaluator before your interview stage to avoid delays during petition filing.
Frequently Asked Questions
Does Columbia University sponsor H-1B visas for Administrative Assistants?
Columbia University does sponsor H-1B visas for Administrative Assistant roles, but eligibility depends on whether the specific position qualifies as a specialty occupation under USCIS standards. That generally means the role requires a bachelor's degree or higher in a specific field. Administrative positions with specialized functions, such as those in research administration or academic affairs, are more likely to meet that threshold than general clerical roles.
Which visa types are commonly used for Administrative Assistant roles at Columbia University?
Columbia sponsors a range of visa categories for administrative staff, including H-1B, E-3 visa for Australian citizens, and TN visa for Canadian and Mexican nationals in eligible occupations. F-1 OPT and CPT are options for students or recent graduates on F-1 status who qualify. The right visa category depends on your nationality, degree, and the specific requirements of the role you're applying for.
What qualifications and experience are expected for Administrative Assistant roles at Columbia University?
Most Administrative Assistant positions at Columbia require a bachelor's degree, strong organizational skills, and experience supporting senior staff in a professional or academic environment. Roles in specialized departments, such as research centers or graduate schools, often expect familiarity with academic workflows, grant administration, or faculty support. Proficiency with office systems and strong written communication are consistently expected across departments.
How do I apply for Administrative Assistant jobs at Columbia University?
Applications go through Columbia's official HR recruitment portal, where you can filter by department and job category. To find openings that include visa sponsorship, use Migrate Mate to browse verified Administrative Assistant listings at Columbia before applying directly through the Columbia portal. Submitting only through third-party boards without completing Columbia's internal application typically disqualifies your candidacy.
How do I plan my timeline for visa sponsorship when applying for administrative roles at Columbia?
If you're targeting an H-1B, Columbia must file the petition by April 1 for an October 1 start date, which means your hiring and offer process needs to wrap up well before that window. For OPT or TN applicants, timelines are more flexible, but you should still confirm sponsorship intent during the offer stage, not after. Build in time for USCIS processing and any PERM requirements if an immigrant visa pathway is part of your plan.