Program Support Specialist II

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $66,300 - $76,300

Position Summary

The Office of Student Diversity, Inclusion, and Belonging (OSDIB) at Columbia Vagelos College of Physicians and Surgeons (VP&S) is committed to nurturing the diversity of our institution by actively recruiting, enrolling, and graduating a diverse population of
students. Whether through our various pathway programs for pre-college and pre-medical students or through the intergenerational connections fostered within our diversity alliance, we maintain a strong sense of camaraderie at VP&S. This multicultural community ensures a comprehensive and enriching learning experience for all students.

The OSDIB Program Support Specialist II, OSDIB plays a fundamental role in supporting diversity and inclusion initiatives. Reporting to the Director and the Senior Associate Dean for OSDIB, the Program Specialist II executes various operational activities, such as logistics and mainlining portfolio of outreach effort

Responsibilities

Essential Duties

Program Operations 

• Organizes and executes program logistics OSDIB and application management, including planning communication and organizing scheduling of informational sessions.
• Duties include attending and being available to support events during evenings and weekends.
• Responsible for ongoing development, planning, and continuous optimization of all activities related to programs application processes, application review, and participant selection.
• Participates in advancing pathway and professional development programs, workshops, and symposia for participants, students, faculty, and staff related to OSDIB.
• Coordinates program reporting and renewal procedures and plans data gathering activities accordingly.
• Administer programs’ registration processes and serves as a liaison for internal offices and participants.
• Organizes team meetings, prepares logistics for special events and ceremonies.
• Provide general administrative support with e-blasts, phone coverage, meeting arrangements, food orders, etc.
• Under guidance from Human Resources and program leadership, coordinates seasonal hiring and supports administrative activities, including but not limited to interviewing and offering coverage for processing of timesheets.

Communications & Data Management 

• Offers technical support for all aspects of recordkeeping and ensures compliance with data entry and reporting requirements. Participates in management for database for curriculum, program related information and student files. Responsible for data entry and accurate recordkeeping, including program alumni tracking.
• Develop, prepare, compile, proofread, distribute, and regularly update materials for a wide range of audiences, including but not limited to:
  • Content and multimedia for website/social media platforms.
  • Digital and hardcopy documents presentations.
  • Printed/digital materials, including brochures for marketing (email marketing campaigns, advertising assets, e-newsletters, event invitations and promotion, social media campaigns).
• Maintains accurate records of student interactions, program participation, and outcomes for reporting and evaluation purposes.

People

• Collaborates, and builds strong relationships with departmental leadership and peers in other Medical Education business units.
• Identifies opportunities for increased cross functional collaborations, including building relationships with external parties, including but not limited to educational institutions, vendors, or membership organizations • Under guidance from leadership, helps train, onboard, and offer guidance to seasonal staff.
• Assist in the hiring process by collaborating closely with the Human Resources department to ensure effective candidate sourcing, screening, and selection, while maintaining strict adherence to organizational policies and regulatory compliance standards.

Other

• Engages in training and professional development opportunities to enhance support skills and knowledge.
• Supports tracking financial aspects of office and/or grant-funded programs, including collecting data for budget development, expenditure tracking and compliance with grant guidelines and regulations.
• Conducts project management activities for projects assigned by leadership, including those related to community networking and pathway program expansions.
• Additional administrative duties as assigned 

Minimum Qualifications

• This position requires a bachelor’s degree and three (3) years relevant experience. The equivalent in education, training, and professional experience can be substituted for the degree requirement.
• At least one year of experience in student support or program coordination.
• Demonstrated commitment to diversity and inclusion initiatives.

Preferred Qualifications

• Excellent interpersonal, writing, and communication skills are required.
• Proficiency of Microsoft Office Suite, especially Microsoft Word and Excel.
• Ability to successfully prioritize multiple responsibilities and projects.
• Strong sense of teamwork including the ability to establish and maintain strong relationships.
• Ability to manage professional relations with various constituencies and represent the programs, department, and institution in a positive manner will be expected.

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Equal Opportunity Employer / Disability / Veteran

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