• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $65,850-$70,000

Position Summary

The Office of Institutional Equity (OIE) serves as a centralized resource for addressing all reports of discrimination and discriminatory harassment, including reports that involve alleged violations of Title VI and Title VII, reports that involve alleged violations of Title IX and the University’s Gender-Based Misconduct Policy, as well as reports that relate to violations of the Protection of Minors Policy. The Office is responsible for reviewing, investigating and managing all incidents from inception through resolution whether the Respondent is a student, faculty, staff member or affiliate.

The Administrative Coordinator will provide administrative and operational support for complaints of protected class discrimination and harassment, retaliation, sex-based harassment, sexual misconduct, stalking, and domestic and dating violence, filed by and against students, employees, faculty, administrators, and third-party affiliates. Triage and respond to sensitive inquiries and reports received in person, online, or by phone from students, faculty, administrators, and family members regarding OIE resources, investigation processes, and university policies in accordance with Family Educational Rights and Privacy Act (FERPA) and departmental guidelines. The Administrative Coordinator reports to the Assistant Director of Operations.

Responsibilities

Administrative

• Coordinates office software and technology, including case database, Zoom, and Adobe.
• Resolves facilities and technology issues.
• Creates, edits, and maintains applicable website(s), intranet, policies, and procedures.
• Manages, tracks, and updates incident reports and cases. Supports compliance with the Clery Act and NYS 129.
• Maintains and regularly audits multiple complex spreadsheets and database records to ensure the highest level of data accuracy and integrity for OIE case tracking and reporting.
• 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 and conducts file reviews.
• Manages all technology for hearings, including submission of hearing transcription.
• Assist the Assistant Director of Operations with finance and budget duties, including processing of invoices, expenditures, reimbursements, etc.

Operations

• Facilitates daily incident review meetings including preparing and presenting high-level summaries and other relevant information required to inform incident response. 
• Communicates with staff across OIE divisions and other stakeholders at a preliminary level to provide case updates, triages, and ensures follow up of reports.
• Manages and distributes Access Restriction, Persona Non-Grata, and revocation of alumni privileges notifications to partner offices.
• Responds to employee 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 timely progress and assists in the implementation of projects or initiatives, 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.

Preferred Qualifications

• Excellent verbal and written communication and organizational skills, good judgment, an appreciation of confidentiality and discretion, and attention to detail.
• Candidate must be well organized and able to manage a demanding workload and complex cases in an accurate and timely fashion
• Able to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, students, faculty, and organizational stakeholders.
• Strong interpersonal, customer service, program planning, and organizational skills required.
  Resourcefulness, discretion, attention to detail, flexibility, and the ability to prioritize and manage multiple tasks are essential.
• Ability to work independently and follow through and handle multiple tasks simultaneously.
• Proficiency with MS Office Suite, Google Suite, Maxient, Adobe Acrobat Pro, and other desktop publishing and database software.

Equal Opportunity Employer / Disability / Veteran

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