Administrative Coordinator

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Standard Work Schedule: 9 am - 5 pm
• Building: Lewisohn Hall
• Salary Range: $59,000 - $62,000

Position Summary

Ensures various levels of administrative support are provided to the Dean of Students (DOS) Office. The incumbent will ensure the execution of all tasks necessary for the effective delivery of DOS services. The incumbent will serve as the first point of contact for students visiting the DOS offices or who reach out via phone or email. The incumbent will also ensure proper processing of a range of essential functions, including but not limited to corrective, academic actions, major declarations, incomplete/deferred exams and graduation clearance. Through collaboration with both the director and the broader operations and information systems team, the incumbent will identify, test, and execute projects that drive continuous improvement and operational excellence across the entire student service portfolio. The incumbent will also support the Dean of Students directly with scheduling and other administrative tasks.

Responsibilities

Act as the first point of contact for visitors to the DOS office, providing welcoming, supportive, and responsive environments for students and others who arrive at the front desk of the DOS office. Respond to incoming calls and emails to shared DOS inboxes in a timely, courteous, and helpful manner. Assist with coverage of other operations front desks, including the Academic Resource Center and Admissions Office. Assist with Educational Financing incoming calls and emails.

Execute administrative processes related to onboarding new students. including but not limited to:

• Assign academic advisors and provide students with registration appointments.
• Collect and distribute student IDs.
• Collaborate with Academic Advisors on the delivery of Academic Planning Sessions for newly admitted students, including creation, editing, and virtual hosting of these events.
• Manages all logistics related to scheduling and proctoring the four placement exams given at the School of General Studies: Math Part I, Math Part II, Quantitative Reasoning, and Chemistry; schedules any rooms required for hosting exams and entry of all exam scores into appropriate information systems.
• Serve as the primary contact for vendor orders and billing for DOS-related events, scheduling regular supply deliveries, managing ad hoc supply and catering requests, and reconciling billings and receipts for these purchases.
• Primary responsibility for timely administrative processing of registration and enrollment-related requests, including registration adjustments, withdrawal submissions, and reenrollment requests via the Salesforce platform and via the SIS mainframe. Review student and advisor system requests for overdue, incorrect, or incomplete submissions and correct as needed.
• Work closely with the Director to secure successful outcomes for students granted incomplete grades, including scheduling incomplete exams, securing testing materials, proctoring exams, and communicating with professors.
• Documentation: Create and maintain excellent documentation in support of the proper execution and ongoing training on internal policies and procedures. Meticulously update project documentation, project management information system as well as student database applications.
• Change Management: Continuously identify, evaluate and execute positive operational improvements adhering to established procedures to mitigate risks. Examples include the creation of new or improved reports in Salesforce.
• Assist Director with record-keeping tasks related to academic performance including academic review scheduling, academic/disciplinary checks, and processing of Phi Beta Kappa and Honor Society awards.
• Support the Dean of Students with interdepartmental calendar management, room scheduling, event planning, purchasing related to meetings and events, student issues, and travel arrangements.
• Other duties as assigned.

Minimum Qualifications

• High school or the equivalent is required. Receptionist, data entry, and PC experience required. Some college preferred. Three years of related experience required.
• Ability to handle a variety of simultaneous activities, attention to detail, and ability to follow through are a must.
• Ability to learn, understand, and utilize various technological applications.
• Good interpersonal, organizational, and communication skills required.
• Familiarity with Columbia University's Student Information System (SIS) and the policies of the School of General Studies is highly desirable

Equal Opportunity Employer / Disability / Veteran

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