Reporting to the Director, Records and Registration, in the Office of Student Affairs (OSA), the Associate Director, Academic Operations is responsible for the creation and delivery of the entire schedule of the MBA curriculum to students, faculty, and administration on a trimester basis. In this role, the Associate Director researches academic policies by critically analyzing data to offer the best solutions. Additionally, s/he works in partnership with the OSA Program Coordinator, who serves as a first contact for students needing help from OSA and serves as the primary point of contact for the Dean's Office, the Executive MBA program, and other departments across the Business School.
Partner with all academic divisions, programs, centers, and the Dean's Office to generate the School's schedule of classes for the MBA program each trimester, annually. Create the schedule for all core and elective courses, review sessions, pre-term courses, and six exam periods. Evaluate data to identify bidding and enrollment trends, inform policy changes.
Strategically collaborate with divisions, centers, programs, and the Dean's Office to minimize conflicts between classes while still meeting instructor demands and student expectations.
Represent the Office of Student Affairs in matters concerning enrollment and classroom scheduling. Partner with the Associate Director of Strategic Projects within the Dean's Office to analyze data around course scheduling and enrollment.
Consult with divisions and faculty to strategically determine course scheduling options and course capacities. Analyze all data, faculty preferences, and facility constraints using software such as 25Live and Qualtrics. Work with OSA, the Dean's Office, and the academic divisions to ensure that all scheduling related deadlines, including the collection of all required course and schedule information, are met.
Work with Samberg to provide faculty with information they need to make decisions. Update the pre-term faculty instructions and deadlines three times per year for Samberg's Teaching Resources Canvas page.
Serve as project manager of bidding system each semester so that approximately 1,500 students can choose and register for classes. Ensure the accuracy of the bidding system; manage the sharing of classes between our EMBA, MS, and Ph.D. programs as well as with other schools on campus. Partner with divisions to manage the distribution of bidding results following each round to specific audiences. Target low population sections for cancellation, and work with academic leadership to determine sections to be canceled.
Manage all MBA room reservations each semester for courses and oversees the room reservations of other academic pursuits such as review sessions, break-out rooms, etc. Partner with the Dean's Office to set the schedule for other groups' access to the Groups system (Student Life, EMBA, Executive Education, centers, and programs).
Maintain a high level of communication with faculty and adjuncts. Send regular notifications to all instructors teaching per term with regards to scheduling preferences, course confirmations, and any changes that may occur in the course of planning. Remain the main point of contact in OSA for many instructors as a result of frequent and high-level communication during the pre-semester period.
Work closely with department chairs to evaluate current academic area processes (registration, scheduling, and curriculum). Explore new scheduling methods and software to maximize use of facilities, streamline office process, and improve faculty schedules.
Supervise program interns, work study students, and additional team members where appropriate. Ensure collaboration, establish clear roles and responsibilities and develop team members professionally for success in their current position or future roles. Provide support to the Acadmemic Program Coordinator during exams by assisting with stetting up make-up exams and remote testing. Ensure communications regarding registration are sent in a timely manner.
Foster collaboration between Records and Registration, Academic Affairs, and Student Life and Engagement. Support the Academic Advising team during times of high volume and student need by meeting with students either on a walk-in or scheduled basis.
Perform other duties/project-based work as needed and directed by the Dean of Students, Director of Records & Registration, or other senior administrator.
Bachelor's degree and/or equivalent related experience required. Minimum 3-5 years of relevant experience required.
This position requires superb attention to detail and strong relationship management skills. Direct experience in the area of academic or student affairs and particularly in scheduling and data analytics, is highly desirable. Must have demonstrated excellent interpersonal, oral, and written communication skills. Must be self-directed and can work with a diverse group, with multiple and challenging priorities, and to exercise confidentiality and diplomacy at all times. Strong computer skills, including proficiency with Excel, Adobe Acrobat, and use of databases is essential.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 508013
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