Administrative Assistant

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Mon-Fri, 9:00 am - 5:00 pm
• Building:
• Salary Range: $58,000-$62,000

Position Summary

Responsibilities

• Acts as the first point of contact in the office for all incoming students, alumni, inter-departmental, and employer inquiries by managing two general email inboxes and the main office phone line. During busy periods, incoming emails ranging from a wide variety of requests can reach 50+ per day. Requests may be complicated in nature and require research and input from the Associate Dean and/or director of staff.
• Coordinates student and alumni appointments through SIPA Connect, including scheduling drop-in and advising appointments, processing cancellations, verifying appointment details, and assisting users with platform access issues.
• Processes academic requirements for a student population of approximately 1,400. This includes the required internship program and professional development course. The incumbent instructs students on how to complete the requirements or necessary forms successfully, compiles paperwork from a multi-tiered process, enters grades in SSOL, and uploads internship data into the student-facing Internship Database on SIPA Connect. Assists with administrative processing of summer internship stipends.
• Assists Associate Director with reviewing Curricular Practical Training (CPT) and Cooperative Agreement documents submitted by students. Assists with answering procedural questions and directing students to the Associate Director or ISSO.
• Tracks student engagement and assists the Associate Director in devising metrics and thresholds to monitor the office’s outreach success throughout the academic year. Assists with coordinating and reporting employer data.
• Assists with scheduling the CAC Conference room and staff meetings.
  Reconciles monthly corporate card statements and submits travel and expenses through the Concur system on behalf of the Associate Dean.
• Manages, purchases, and restocks all office supplies.
• Updates and maintains the career education library (print and virtual).
• Provides students with immediate technical support for the office’s virtual resources (including SIPA Connect, the Internship Database, Big Resume/Big Interview, Interstride, etc.).
• Supports team-building activities for 20+ student workers, program assistants, and staff.
• Drafts internal and external communications, including letters, memos, announcements, and reports.
• Responsible for coordinating meetings, conferences, and appointments as directed, including supporting the Associate Dean as needed.
• Performs other related duties as assigned.

Minimum Qualifications

• High School diploma or its equivalent is required. Two years of related office experience is required.
• Excellent interpersonal and customer service skills, with demonstrated ability to communicate with students and other constituents in a welcoming, patient, professional, and helpful manner.
• Must be comfortable working in a highly student-facing environment with frequent in-person interactions, walk-in questions, and competing requests throughout the day.
• Must be proficient in using technology and have substantial experience with computer programs, including MS Office applications (Word, Excel, and PowerPoint) and G-Suite programs (Gmail, Drive, Sheets, Docs) are required.
• Must be highly organized, motivated, and able to balance multiple demands while remaining calm under pressure.
• Must be reliable, responsible, a team player, and have excellent judgment.

Preferred Qualifications

• Prior experience in higher education or an educational setting, particularly in a student-facing or administrative support role, preferred.
• Experience in a high-volume customer service, front-facing administrative, or student support role preferred.

Equal Opportunity Employer / Disability / Veteran

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