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Graduate Program Manager

  • Requisition no: 514067
  • Work type: Full Time
  • Location: Morningside
  • School/Department: East Asian Languages and Cultures
  • Grade: Grade 11
  • Categories: General Administration
  • Job Type: Officer of Administration
  • Regular/Temporary: Regular
  • Hours Per Week: 35
  • Salary Range: Commensurate with experience.

Position Summary

The Department of East Asian Languages and Cultures (EALAC) at Columbia University is seeking an experienced and dynamic administrative professional to fill the position of Graduate Program Manager.  Reporting to the Director of Academic Administration and Finance and working closely with the Department Chair, Director of Graduate Studies, MA Program Director, and Business Officer, the Graduate Program Manager (GPM) provides day-to-day and overall administrative and operational support for all aspects of the Department’s MA and PhD programs, including coordinating the graduate curriculum, assisting with financial planning, graduate student/TA hiring, fellowship tracking, admissions administration, recruitment, student registration, enrollment/data reporting, and departmental record-keeping.  The incumbent works closely with administrators in the Graduate School of Arts & Sciences (GSAS) offices, including the GSAS Financial Aid, Admissions, Student Affairs, Compass Careers, and Dissertation offices to facilitate the path for graduate students through and beyond the EALAC graduate program, from recruitment to graduation to alumni outreach.

The Graduate Program Manager also plays a significant financial role for the department; the GPM assists the Chair and DAAF in developing and enhancing departmental fundraising initiatives, coordinates fundraising and new graduate program events, and manages a confidential donor database for the Chair.  The GPM professionally represents the department and graduate program to outside constituencies and maintains positive relations with donors, alumni, former postdocs, and other industry contacts.  The incumbent generates donor reports as needed, and researches, gathers and disseminates information/materials to prepare faculty for important donor meetings.  Additionally, the GPM serves as an EALAC liaison to affiliated centers and institutes (such as the Tang Center, Donald Keene Center, Weatherhead East Asian Institute, and many others) to support joint programming, new and existing initiatives, and annual financial planning.  The successful incumbent will be able to effectively multitask within a fast-paced environment and continually reprioritize activities to meet demands.

The EALAC Department is proud to support its employees by cultivating an inclusive and welcoming environment, and strives to provide as many opportunities as possible for individual creativity and professional growth.  All qualified applicants pursuing a career in higher education administration are encouraged to apply for this position.


  • Provides assistance as needed for all graduate program related academic and financial projects, including but not limited to graduate admissions, student recruitment, curriculum planning, data reporting, record-keeping, degree certification, student hiring, fellowship tracking, named endowment tracking, alumni outreach, communication/listserv management, and coordinating departmental fundraising and program events.Responds to a high volume of inquiries via phone and email pertaining to EALAC graduate programming and financial planning, providing tactful and efficient service to faculty, students, staff, and outside constituencies. Generates and files time-sensitive verification letters.
  • Responds to a high volume of inquiries via phone and email pertaining to EALAC graduate programming and financial planning, providing tactful and efficient service to faculty, students, staff, and outside constituencies. Generates and files time-sensitive verification letters.

  • Maintains administrative records for all EALAC BA/MA, MA, and PhD students with great organization and care, including current student and alumni placement data. Generates annual alumni placement surveys and provides timely updates to EALAC and GSAS offices.

  • Continually updates and maintains graduate student forms, handbooks, listservs, and department website pages. Assists in planning orientation and open house events for new and prospective students, and books guest speakers and alumni for special events and fundraising initiatives.

  • Monitors active student records for degree requirements and audits student account balances, resolving any problems with GSAS financial aid or student affairs. Provides timely academic and financial policy advice to faculty and students.

  • In collaboration with the faculty administration and DAAF, tracks all graduate student academic progress and milestones. Oversees organization and scheduling of thesis submissions, oral exams, prospectus defenses, and dissertation defenses.

  • Oversees graduate admissions process from start to finish, including communication, recruitment, application processing, and decision recording. Budgets, processes, and tracks departmental admissions awards and assists with prospective student academic and financial aid inquiries.

  • Performs student account reconciliations and assists with the TA assignment and hiring process. Audits student accounts for teaching eligibility, and generates University-approved teaching appointment letters. Serves as liaison to the ISSO and financial aid offices for international student account processing and hiring.

  • Assists the DAAF in managing the departmental budget, including the department’s gift projects, pre and post award grants, and projects connected with any special graduate and/or fundraising events and programming. Maintains confidential donor database and other financial records, and assists with grant writing and special newsletters/outreach for annual fundraising initiatives.

  • Oversees coordination of the departmental summer funding application process in collaboration with the Weatherhead East Asian Institute administration. Coordinates departmental academic year graduate fellowships and postdoc planning, advertising, and hiring.

  • Performs related duties and responsibilities as required/assigned.

Minimum Qualifications

  • Bachelor's degree or its equivalent experience required.
  • 2 years of related work experience required.

Preferred Qualifications

  • Advanced degree preferred but not required.
  • Four years full-time experience working in a higher education environment with progressively increasing responsibilities strongly preferred.
  • Experience in student advising and student record management preferred.
  • Fundraising, grant writing, and recruitment experience in an academic or nonprofit organization desired.
  • Familiarity with University-level academic and financial policies and systems strongly preferred, including SIS, SSOL, CourseWorks/Canvas, SDR, Course Management, SLATE, Concur, ARC, Finsys, and PAC.
  • Interest or experience working in the field of East Asian Languages and Cultures highly valued, but not required.

Other Requirements

  • Excellent interpersonal, verbal, and written communication skills required.
  • Ability to communicate effectively and tactfully with a diverse body of faculty, staff, students, and visitors with excellent customer service orientation.
  • Must take direction well and possess an ability to prioritize multiple concurrent projects with shifting deadlines under minimal supervision.
  • Outstanding organization skills and attention to detail required.
  • Must be a team player with sound judgement and a positive professional attitude.
  • Proficiency in Microsoft Office programs, especially Excel, Word, and PowerPoint required.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

Applications open: Eastern Daylight Time
Applications close:

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