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Administrative Coordinator

University Life

Administrative Coordinator

  • 533445
  • Morningside
  • University Life
  • Full Time
  • Opening on: Jan 23 2023
  • Grade 11
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Temporary
  • End Date if Temporary: 12/31/2023
  • Hours Per Week: 35
  • Salary Range: $55,000 - $65,000
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

Reporting to the Senior Director of Title IX Investigations, the Administrative Coordinator will provide administrative and operational support for the Gender-Based Misconduct Office with the administration of the Interim Title IX and Gender-Based Misconduct Policy and Procedures for Students. The Administrative Coordinator will triage and respond to sensitive inquiries and reports from students, faculty, administrators, and family members regarding University resources and policies and procedures administered by the Gender-Based Misconduct Office (GBMO) in accordance with the Family Educational Rights and Privacy Act (FERPA).


  • Manages office software and technology (including Maxient (Columbia University’s student conduct database system), Zoom, and Adobe. Manages, tracks, and updates all GBMO incident reports and cases utilizing Maxient. Manages and tracks reports in compliance with the Clery Act. Maintains accurate electronic filing system. Resolves all facilities and technology issues. Creates, edits and maintains GBMO website, intranet, policies and procedures. 
  • Responds to students, faculty, administrators and family members regarding inquiries or other correspondence. Responsible for compiling files and documents upon request. Prepares correspondence and other case related materials associated with gender-based misconduct actions. 
  • Manages and distributes Access Restriction and Persona Non Grata notifications to partner offices. Works with the Registrar’s Office to manage transcript holds and notations. Responds to student disciplinary record requests and completes background checks while staying in compliance with FERPA and departmental guidelines. 
  • Pulls data and routinely generates and analyzes various reports including incident reports, case records and other sensitive data. Manages all technology for hearings pursuant to the The Gender-Based Misconduct and Interim Title IX Policies and Procedures for Students.   
  • Processes invoices, employee reimbursements and reconciles GBMO purchases. Creates requisitions and purchase orders in compliance with University and departmental guidelines.
  • Manages timely progress and assists in implementation of projects or initiatives overseen by the Gender-Based Misconduct Office, including staff onboarding, programs, staff training and development, systems implementation, and community events programming.
  • Additional duties as assigned. 

Minimum Qualifications

A bachelor's degree and/or its equivalent and a minimum of two years in related administrative experience in a university or other complex organization is required. 

The incumbent must possess excellent verbal and written communication skills and should have experience and knowledge in drafting legal documents, interpersonal communications, customer service, dealing with ambiguity, program planning, and other organizational skills. 

The incumbent must display resourcefulness, discretion, attention to detail, flexibility and the ability to prioritize and manage multiple tasks. 

Proficiency in Microsoft Office, Google for Education, Adobe Creative Cloud (Acrobat, Dreamweaver, Illustrator, etc), and other publishing or database software is preferred. 

Equal Opportunity Employer / Disability / Veteran

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

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