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Administrative Coordinator

School of General Studies

Administrative Coordinator

  • 532939
  • Morningside
  • School of General Studies
  • Full Time
  • Opening on: Dec 23 2022
  • Grade 9A
  • Job Type: Support Staff - Union
  • Bargaining Unit: Local 2110
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: 55,000 - 62,000
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 Columbia University School of General Studies (GS) is the finest liberal arts college in the United States dedicated to making Ivy League education accessible to nontraditional students. GS was founded in 1947 on the mission of expanding access to elite higher education, and it remains the most diverse college in the Ivy League, with many transfer, first-generation, and international students. GS students are fully integrated with Columbia’s broader undergraduate population and are taught by Columbia’s celebrated faculty.

The Administrative Coordinator has a significant role in GS Academic Resource Center, working with students and staff to support and extend the excellence of undergraduate education at Columbia. Under the supervision of the Operations Manager, the administrative coordinator provides clerical, logistical, and operational support to the Academic Resource Center and all affiliated full-time staff and part-time student staff, along with broader Dean of Students Office.

 


Responsibilities

The incumbent provides clerical support as an office receptionist.  Maintains the traffic/service flow for the Academic Resource Center (ARC); conveys outline and complex information on Columbia University policies and procedures to student users of the ARC; addresses problems and concerns for student users of the ARC; provides information about Academic Advising and ARC offerings, services, and programming to students, faculty, staff, visitors, and representatives from colleague offices.  The incumbent is responsible for keeping the inventory of all collateral materials; answers a high volume of email and telephone calls; screens and/or directs visitors; manages administrative spaces; schedules appointments and updates office calendars; assists in the scheduling of tutorial sessions, group tutoring, workshops, coaching sessions, and academic support initiatives.  Provides production support; assists with event planning, including room reservations, catering orders, setting up, running errands, carrying and moving boxes, and cleaning up after events; corresponds with students via email; prepares and manages weekly correspondence with ARC employees; provides data entry support for ARC and Dean of Students office; picks up and distributes office mail; assists in all workshop sessions and ARC-sponsored programming.  This job requires the incumbent to work late hours on a seasonal basis.  Performs other duties as assigned.

The incumbent serves as a primary source of administrative support for a large staff of student workers, including but not limited to: ARC tutors and desk attendants, Peer Advisors, reading coaches, and other students employed by the ARC.  Conveys routine and complex information on Columbia University policies and procedures to ARC student staff; assists ARC student staff in matters of scheduling, supply procurement, and managing student complaints. Under the direction of the Director of Academic and Learning Initiatives, the incumbent is responsible for reconciling and submitting the timesheets for all ARC student staff; educates student staff on how to file new hire paperwork; files all new hire paperwork for ARC student staff; communicates weekly with ARC student staff about timely submission of timesheets, collection of checks, resolution of timesheet errors, and ARC policy violations. The incumbent handles all logistics for twice yearly trainings of all ARC student staff (reserves space, orders food, prepares materials, etc.)

The incumbent serves as a project manager and project team member aimed at implementing technology and policy to improve processes and student operations. Effectively manage stakeholders to ensure project deliverables align with expectations and project goals are achieved in a timely fashion.

The incumbent creates and maintain excellent documentation in support of the proper execution and ongoing training on internal policies and procedures. Meticulous update project documentation, project management information system as well as student database applications.

The incumbent works to continuously identify, evaluate and execute positive operational improvements adhering to established procedures to mitigate the risks and assist academic deans with providing 

 


Minimum Qualifications

High school or the equivalent required.  Receptionist, data entry and PC experience required.  Some college preferred.  Three years related experience required.  Experience and familiarity with Columbia University’s Student Information System (SIS) preferred.  Ability to handle a variety of simultaneous activities, attention to detail, and ability to follow through a must.  Good interpersonal, organizational, and communication skills required.  Familiarity with Columbia University and the policies of the School of General Studies highly desirable.

 

 


Equal Opportunity Employer / Disability / Veteran

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

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