Coordinator, Student Affairs (High School & Non-Degree Programs)

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $67,300 - $68,000

Position Summary

Reporting to the Associate Director, Student Affairs (High School & Non-Degree Programs), the Coordinator owns the day-to-day operational management of the Pre-College and Visiting Student programs.The Coordinator holds primary responsibility for program purchasing, purchasing card reconciliation, and directs the planning and delivery of on campus program operations. The Coordinator also authors the student handbooks and program guides that govern the student experience each session and supervises graduate interns.

The Coordinator exercises a high degree of independent judgment and discretion. The Coordinator interprets and applies University policies to program decisions, including finance, Protection of Minors, and disability accommodation policies, sets priorities among competing operational demands, and resolves nonroutine issues with University shared service partners without day to day direction. The Coordinator identifies process deficiencies, designs and implements solutions within delegated authority, and escalates matters requiring policy or senior management determination to the Associate Director.

Responsibilities

PROGRAM OPERATIONS AND EVENT MANAGEMENT (40%)

• Own the space allocation process for full time and temporary staff, setting booking priorities when requests compete and resolving conflicts with University Events Management.

• Direct the planning and execution of program events each year and all Summer cocurricular programming. Determine space, catering, photography, audiovisual, and facilities arrangements by evaluating available options against program goals, budget, and University requirements.

• Independently review and administer all event contracts from University Events Management for accuracy and pricing. Identify discrepancies, negotiate revisions, and determine corrective action based on program and budget requirements. 

• Establish and maintain inventory and storage systems for program materials, and forecast supply needs ahead of each program cycle. Design and manage the package receiving system for summer residential programs, and administer the Student Life Rewards Program in the fall and spring, including fulfillment and shipping.

• Manage event registration and attendance tracking in SPS Engage and Eventbrite, keeping stakeholders informed so planning decisions reflect current attendance.

• Manage the student ID distribution process for Pre-College and Visiting Student programs and serve as the primary liaison to the University ID Center, resolving exceptions as they arise.

• Maintain the integrity of program enrollment data from Slate, using existing queries to keep rosters and communication lists accurate across systems.

• Manage the department's shared inboxes and phone lines. Triage inquiries from students, families, and University partners, resolve issues independently, and determine when matters require escalation.

POLICY COMPLIANCE AND STUDENT SUPPORT (15%)

• Ensure all programming with external presenters complies with the University's Protection of Minors policy. Independently assess and resolve each presenter's compliance, logistical, and technology needs before sessions take place.

• Author and own the Pre-College student handbooks and the Visiting Student Guide each session, exercising judgment to ensure content accurately reflects program requirements, University policies, and student needs. Partner with SPS Creative on publication.

• Serve as the program's liaison to Disability Services, determining how approved accommodations for Pre-College students are carried out across programming and events, and safeguarding confidential student information.

• Manage student conduct hearings with students and families as directed by the Assistant Director/Assistant Dean of Student Affairs, handling sensitive communications and confidential records with discretion.

SUPERVISION AND SPECIAL PROJECTS (10%)

• Hire and supervise 3-5 graduate students in the SPS Internship Program during the academic year and Summer Programs, assigning and prioritizing their work, providing guidance, monitoring work quality, and providing performance feedback.

• Lead special projects and perform other duties as assigned.

BUDGET, PURCHASING, AND FINANCIAL COMPLIANCE (25%)

• Manage the full purchasing cycle for program supplies, materials, and promotional items for the Pre-College, Visiting Student, and Internship in Building Community programs, from vendor selection and quotes through purchasing decisions within budget and University policy.

• Establish purchase orders and new vendor accounts with SPS Finance, process invoices for off campus events, and submit honorarium requests for external speakers.

• Train new staff on finance processes, and provide direct guidance and expectation setting to staff who do not comply with finance policy.

• Serve as the department's first level reviewer of expenditures for compliance with University finance policy. Interpret policy to determine whether expenses are allowable, resolve exceptions within delegated authority, and recommend corrective action to the Associate Director.

• Reconcile purchasing cards monthly in ARC, monitor spending against the program budget, identify variances, and report findings and recommendations to the Associate Director.

RECRUITMENT AND HIRING (10%)

• Manage the hiring process for the Internship in Building Community and other open positions, including designing the group interview format and schedule.

• Serve as the primary point of contact for applicants throughout the interview process, and manage departmental meeting schedules.

Performs other duties and special projects as assigned or requested.

Minimum Qualifications

• Bachelor's degree and/or equivalent related experience required

• Two years of related experience

Preferred Qualifications

• Master’s degree

• Experience working with pre-college summer programs

• Experience working in University or Pre-College residential life

• Experience managing budgets, purchasing, or event operations

• Teaching, training, or supervisory experience

Other Requirements

• Excellent communication and interpersonal skills

• Sound independent judgment and the ability to resolve non-routine problems, set priorities among competing demands, and manage multiple projects simultaneously with minimal supervision

• Ability to interpret University policies and provide clear direction to staff and partners with tact and discretion

• Exceptional attention to detail

• Familiarity with or willingness to learn Slate, CourseWorks, SIS, ARC, and other systems, applications, and software used by the University and the School

• Proven ability to work effectively within a collaborative team setting

• Ability to handle confidential information in a mature, professional manner

• Ability to serve in an on-call duty rotation throughout the year

• Availability for significant evening and weekend work

Equal Opportunity Employer / Disability / Veteran

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