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Assistant Director, Academic Records

Mailman School of Public Health Administration

Assistant Director, Academic Records

  • 531018
  • Medical Center
  • Mailman School of Public Health Administration
  • Full Time
  • Opening on: Nov 11 2022
  • Grade 104
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $75,000 - $80,000

Position Summary

Reporting to the Director for Student Enrollment Services, the Assistant Director serves in a leadership role and as the primary maintainer of Mailman School of Public Health students' academic records. Working closely with school, campus, and university partners, the incumbent ensures accuracy and completeness of student academic records including the academic profile, enrollment status, tuition and billing, grading, registration, academic standing, and more. The incumbent will monitor information integrity through regular reporting and analysis of student data; providing recommendations to office and school leadership on improving and streamlining existing processes and systems taking into account additional stakeholders such as academic departments. This position will also monitor the academic progress of students in route to and through degree conferral.


Student Academic Record (40%)

Serve as the primary maintainer of students’ academic record ensuring accuracy within school and university policy as well as best practices. The Assistant Director can expect to:

  • Manage the academic profiles of students in the University Student Information System (SIS) ensuring proper degree, department, personal information, and more
  • Oversee system and student needs related to registration and course enrollment
  • Manage and monitor varying enrollment requirements (such as Residency Units, Extended Residency, Matriculation and Fees, etc.) which provide the basis for tuition charges and student status
  • Monitor holds placed on a student's record and advise appropriately on their use and impact
  • Manage student requests for leave of absence; both the requesting student’s withdrawal from the current term and their reinstatement to the program while accurately reflecting information in the Student Information System (SIS)
  • Monitor and ensure the proper use of non-ordinal grades such as Incomplete Notations (INs), Unofficial Withdrawals (UWs), Credit Pending (CPs) and more in compliance with school policy. Following up with and providing guidance to students and/or faculty as needed
  • Ensure accurate tuition and fees calculation and billing for all enrolled students in accordance with school policy and as approved by the University
  • Manage requests for transfer credits and their representation on the student record and their application to degree requirements
  • Address student questions or concerns on topics such as their academic record, requested letters and certifications, advising on School or University policy, and more
  • Advise school partners on best practices for maintenance of the student record and academic profile and use of internal student systems

Degree Audit and Conferral (20%)

Coordinate all necessary information collection and analysis for the conferral of degrees (MPH, MS, MHA, and DrPH) for Mailman School of Public Health students. Partnering with relevant school and university partners, the Assistant Director can expect to:

  • Create and disseminate the graduation application for three separate degree conferral periods each academic year
  • Manage and perform degree audits for all graduating students
  • Communicate with students flagged during the degree audit process with emphasis on an audit message indicating any missing or pending requirements
  • Report on graduating student data and information to school and campus partners
  • Monitor continuous enrollment as required by the school for students who do not graduate
  • Ensure the proper deposit of doctoral dissertations as required by the University Registrar and Libraries

Satisfactory Academic Progress (SAP) (15%)

  • Assess and create reports regarding academic progress, including evaluating indicators such as grades and GPA, for all students ensuring they meet school standards
  • Monitor students not achieving SAP and ensure they remain in compliance with approved academic plans
  • Update academic record as needed and required by students who are and are not receiving assistance under the Title IV and Higher Education Act programs

Academic Systems and Reporting (10%)

  • Monitor and manage tangential academic systems pertinent to the student academic record and experience such as Stellic (degree audit tool) and Student Services Online (SSOL)
  • Develop reporting and tabulating methods geared towards monitoring students and early identification of student needs
  • Develop and maintain written standard operating procedures for all transactions between students and Enrollment Services

Student Entry (10%)

  • Develop and monitor entry and re-entry procedures for students in atypical degree paths including but not limited to students such as those returning from leave of absence, re-admits, and non-degree students

Other duties as assigned (5%)

  • Partner with academic departments and other Office of Education teams in furthering the reach of their services and support as needed

Minimum Qualifications

  • Bachelor’s degree or equivalent required
  • Minimum two years of related experience required
  • Experience with systems management and data integrity
  • Excellent reporting and data management skills
  • Strong interpersonal and customer service skills
  • Strong organizational, time, and project management skills while navigating competing priorities and addressing differing constituent needs
  • Excellent communication skills and experience working with a diverse student population

Preferred Qualifications

  • Strong practical/technical skills with the Microsoft suite (Word, Excel, PowerPoint, Publisher, SharePoint) with emphasis on advanced Excel skills (pivot tables, queries, charts, tables, etc.)
  • Experience with data and reporting analysis and the creation of dashboards or data tabulation
  • Experience with student information systems, customer relationship management systems, learning management systems, etc
  • Experience with graduate-level students in health-related fields

Equal Opportunity Employer / Disability / Veteran

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

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.

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