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Undergraduate Academic Program Manager

Earth & Environmental Sciences

Undergraduate Academic Program Manager

  • 531035
  • Morningside
  • Earth & Environmental Sciences
  • Full Time
  • Opening on: Nov 12 2022
  • Grade 10
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week:
  • Salary Range: $65,600 - $72,700

Position Summary

Reporting to the Director of Academic Administration and Finance (DAAF) and working closely with the Director of Undergraduate Studies (DUS), the Undergraduate Academic Program Manager is the only administrator on site and independently manages the day-to-day operations and maintenance of the Department’s Morningside administrative office, classroom space, labs and instructional supplies.  He/she provides a broad range of academic program support to faculty, students and University administration to ensure smooth operation of the department’s undergraduate program as well as their graduate classes conducted on the Morningside campus. He/she plans and coordinates events and activities for students on the Morningside campus to enhance student life within the department. He/she works to maintain the high standards of the program and to make the Department a welcoming and rewarding place for all of its students.


Position is based on Columbia’s Morningside campus.  Requires occasional trips to the Lamont campus in Palisades, New York.


  • Student and Academic Administration

    • Works closely with the DUS, the Registrar’s Office, Columbia College, Barnard College and Columbia School of General Studies to administer the department’s undergraduate program.
    • Assists with curriculum development and assessment of current curriculum and course plan to ensure the program fully meets the educational needs of all students.
    • Advises undergraduate students on program planning, course selection, and research opportunities; tracks student progress towards program completion; conducts ongoing program-evaluation activities; and provides other support to the DUS, as needed. Brings problems and concerns to the attention of the appropriate administrators and advisors and actively works to help resolve them. 
    • Responsible for the collection and maintenance of department academic records and files, including confidential data.  Maintains academic online systems and department database of student and alumni records. 
    • Compiles and analyzes current and historical department data and prepares customized reports, charts, and figures to assist Chair, DUS and faculty committees.
    • Plans and executes department events and special initiatives for the enrichment and development of the undergraduate majors and concentrators.  Compiles and disseminates weekly newsletter for students w/ events, program and degree deadlines, and training & job opportunities.
    • Develops outreach efforts aimed at growing and expanding the undergraduate program, including program awareness, student recruitment and alumni development.



    Operations Management 

    • Monitors operational functionality and safety of Schermerhorn office, classrooms and laboratories.  Controls access to department space.
    • Serves as an on-campus resource for all inquiries during business hours.
    • Works closely with the Graduate Program Manager on course scheduling and assigns classrooms for department courses.  Handles all requests for one-time or short-term use of Department space on Morningside.
    • Responsible for inventory, ordering, maintenance and management of teaching and lab supplies and equipment.
    • Prepares and submits work orders to CU Facilities for routine maintenance, repairs and special projects.
    • Hires and supervises work-study students performing general office and assistant duties



    Collections Management

    • Oversees the preservation and management of the department’s collections of minerals, rock samples and thin-sections, books, maps and antique instruments and equipment.
    • Maintains organization of all specimens in the collection with appropriate, thorough identification.
    • Maintains relational database of teaching samples and specimens to facilitate their use. 
    • Manages use of samples for classroom instruction and research by faculty, teaching assistants and students


    Performs additional duties as assigned.


Minimum Qualifications

  • Bachelor’s degree and/or equivalent of related experience required. 
  • 0-2 years of related experience.
  • Experience and familiarity with rock and mineral samples.


Preferred Qualifications

  • Prior experience in an academic environment and knowledge of University academic systems and procedures strongly preferred. Advanced degree in the Earth or Environmental sciences with an emphasis on geology is desirable. Experience managing, handling, and inventorying specimens. Experience with relational database applications and website software (e.g., FilemakerPro, Drupal) a plus.

Other Requirements

  • Superior verbal and written communication and organizational skills required.  Initiative, discretion, tact, and the ability to prioritize and work under pressure without supervision required.  Must have strong interpersonal skills and be able to communicate effectively and tactfully with faculty, students, staff and visitors. Ability to coordinate and prioritize a demanding schedule and a diverse portfolio of responsibilities. Computer proficiency required. Experience with Microsoft Word and Excel required.

Equal Opportunity Employer / Disability / Veteran

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

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