Administrative Coordinator

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $67,300 - $68,000

Position Summary

University Life is a central division that supports all Columbia students by fostering an inclusive, connected University community across Columbia’s 17 schools and all campuses. We serve as a hub for student engagement, cross-school collaboration, and coordinated University-wide initiatives that strengthen the student experience. Our work is grounded in building trusted relationships across the institution so that students can access the resources, opportunities, and support systems they need to succeed.

We advance student well-being, belonging, and personal development through programs, policies, and partnerships that encourage connection, leadership, and dialogue across diverse experiences and perspectives. Guided by our core values of connection, integrity, respect, service, and continuous learning, we are committed to creating environments where students feel welcomed, supported, and empowered throughout their academic journey.

Through close collaboration with students, faculty, and staff, University Life champions a Columbia defined by inclusion, community citizenship, and holistic support; one where every student can participate fully in campus life and contribute meaningfully to our shared University community.

The Center for Student Success & Intervention (CSSI) provides a comprehensive, 360° model integrating Student Conduct, Student Support Management, and Operations/Training. CSSI partners with all Columbia schools to triage referrals, provide clear process guidance, and remove barriers to student persistence through basic-needs support and developmentally focused interventions. Grounded in evidence-based practice and its core values of student success, integrity, accountability, and community engagement, CSSI upholds community standards while advancing equitable student outcomes.

Reporting to the Associate Director of Operations and Outreach, the Administrative Coordinator will triage and respond to sensitive inquiries from students, faculty, administrators, and family members regarding the Center for Student Success and Intervention including resources and policies and procedures administered by Student Conduct in accordance with the Family Educational Rights and Privacy Act (FERPA). The Administrative Coordinator will also provide operational support for CSSI, including administration of the accountability processes within the center.

Responsibilities

• Serves as the primary point of contact for students during a disciplinary process. Responsible for conducting intakes and file reviews. Responds to students, faculty, administrators, and family members regarding inquiries or other correspondence. 

• Responds to student disciplinary record requests and completes background checks while staying in compliance with FERPA and departmental guidelines. 

• Coordinates scheduling for conduct matters, including the preparation of electronic correspondence (notice letters, appointment letters, follow-up hearing letters, etc.) and other case-related materials (appeals, record requests, etc.) associated with student-conduct actions.

• Maintains accurate electronic and paper filing system. 

• Works with the University Life Operations team to resolve and/or submit work orders/tickets for Facilities and IT-specific needs for the office. 

• Manages office software and technology, including Maxient - Columbia University’s student conduct database system, Zoom, and Turnitin. 

• Provides administrative support for case records in Maxient, including managing hearing recordings and file review requests.

• Routinely generates and analyzes various reports including incident reports, case records, and other sensitive data. Determines policy violations in accordance with federal, state, and institutional guidelines. 

• Works closely with the University Life Finance team to initiate and track routine financial transactions (such as invoice payments, reimbursements, and purchase orders) for CSSI programs. Assists with monthly budget reconciliation and ensures expenses are processed in compliance with University and departmental guidelines.

• Manages timely progress and assists in the implementation of projects or initiatives overseen by this position or the Directors, including programs, staff training and development, systems implementation, and community events programming.

• Provide operational support for student programs and events by assisting with event logistics, preparing materials, coordinating communications, managing registrations, and helping with event setup and execution.

• Assist with the day-to-day operations of the Student Conduct Navigator Program, including coordinating student requests, managing communications, and providing administrative support to ensure efficient program delivery.

• Additional duties as assigned.

Minimum Qualifications

• A bachelor's degree or its equivalent and a minimum of two years of 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.