• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: 65,000- 70,000

Position Summary

The Student Services Administrative Assistant will work in the Office of Student Affairs (OSA) at Columbia University School of Nursing, which includes Enrollment and Operations, Financial Aid, and Student Services functions for the School. Reporting to the Assistant Director of Student Services, they will be part of a high-performing, dynamic team tasked with ensuring a high-quality experience for students in all OSA areas. Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process Enter details here

Responsibilities

Specific responsibilities will include, but are not limited to: 

• Actively monitor the OSS Nursing email inbox and Student Services phone calls to provide timely and accurate responses to student inquiries; identify and escalate urgent issues appropriately; refer students to other departments as needed.  
• Support communication and implementation of relevant school policies, processes, and procedures to improve student experience by answering questions, distribute relevant forms to be completed by students, etc.
• Assist students with registration processes, Add/Drop forms, and process student Status Certification forms
• Confirm in SIS proper processing of Leave of Absences, Withdrawals, Add/Drop forms, etc.
• Assist with arranging disability accommodations for students, including processing note-taker requests, reserving classrooms for exams, and providing proctors with testing instructions for on-campus and virtual accommodated student exams
• Oversee annual locker distribution and reconcile student withdrawals and graduates
• Utilize Slate to create forms, track registrations, communicate with students, and upload documents to student records.
• Send emails and reminders to students about university and school requirements such as HIPAA training, new student form requirements, flu vaccination requirements, and university Community Citizenship Initiative requirements; place HOLDs on non-compliant student records.
• Update and organize content for the weekly Student Newsletter including information for student events & opportunities, job postings, and disseminate to appropriate listservs;
• Update Student Resources guide as needed and Student Organization Handbook annually
• Facilitate student organizations including event requests, new organization applications, renewals, and guide student club leaders & faculty advisors on policies & procedures;
• Reconcile and monitor Student Services and Student Activities administrative budgets, student organization budgets, and systematically track and process reimbursement requests and payments to vendors for department and student organization purchases, including using the P-card in compliance with University policies & guidelines;
• Assist in department hosted event planning including setup/breakdown, participation in events, creating flyers/invitations, handling RSVPs, ordering food, scheduling rooms, as needed and assigned;
• Coordinate meetings including maintaining the agenda and documenting minutes for internal distribution.
• Support annual department events such as Graduation and White Coat Ceremony including ordering supplies, organizing meetings, and responding to student event questions.
• Participate in events sponsored by OSA including Visiting Day, Orientation, Graduation, White Coat
• Perform other projects, duties and coverage in OSA as needed and assigned

Minimum Qualifications

Requires a Bachelor’s degree or equivalent in education and experience, plus two (2) years of related experience. 

The successful incumbent will have experience and/or a strong interest in working in higher education. S/He must be computer literate, with a solid background in Microsoft Word, Access and Excel, including merging files.

The Administrative Assistant must possess excellent interpersonal and communication skills, both oral and written. S/He will be able to set goals and prioritize multiple tasks in a fast-paced environment, and work successfully under pressure, as a member of a team, and independently. The individual in this role will be detail-oriented and have the ability to exhibit excellent judgment and discretion, while maintaining confidentiality at all times

The successful applicant must also be willing to work more than the traditional work week when necessary

Preferred Qualifications

Experience in student advising, and working with large database systems are desired qualifications for this position.

Knowledge of Columbia University’s Student Information System (SIS) and Technolutions (Slate) system are also strongly preferred

Equal Opportunity Employer / Disability / Veteran

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