With a dual reporting relationship to the Associate Dean of Student Affairs and the Senior Director of Student Services, the Administrative Assistant will be responsible for a variety of responsibilities to support the Division of Student Affairs.
Specific responsibilities will include:
Processing special request letters sent to the Associate Dean from students and sending letters to students for issues including Satisfactory Academic Progress (SAP), Leave of Absence, involuntary withdrawals, and reinstatements;
Reconciling and monitoring the OSA administrative budget and systematically tracking and paying invoices to vendors for OSA purchases, using the P-card in compliance with University policies & guidelines;
Assisting in department hosted event planning for the four offices under OSA, including setup/ breakdown, participating in events, creating flyers/invitations, handling RSVPs, ordering food, scheduling rooms, etc. as needed and assigned;
Managing OSA staff celebrations such as birthdays, graduations, and other employee milestones;
Processing special request emails to students about university and school requirements such as HIPAA training, COVID requirements, Flu vaccination requirements, and university Community Citizenship orientation requirements;
Uploading official transcripts to SLATE of accepted students from mailed in documents and electronic transcripts from general email account;
Collaborating with the Operations Team to troubleshoot student study room reservations and conference rooms request;
Reconciling and monitoring the Student Life Fee budget in collaboration with the Associate Dean and the Finance office;
Responsible for the maintenance of assigning and distributing the student lockers;
Processing registrations and payments for organizational memberships and professional development trainings and conferences for OSA;
Planning and coordinating the monthly Student Council meetings;
Setting up student administrative evaluations appointments between student and evaluator/s;
Coordinating the events of specialized programs such as the Honors and Leadership student programs;
Updating, coordinating and maintaining the Associate Dean's calendar, including planning and scheduling appointments, receiving phone calls, routing correspondence, managing travel itineraries and interfacing with faculty and visitors;
Coordinating OSA and Directors biweekly meetings including maintaining the agenda and documenting minutes for internal distribution;
Maintaining a confidential filing system for student information, including applications, financial aid documents and related correspondence, sharing files with University Counsel and other University departments as instructed, and purging files when necessary according to retention guidelines;
Supporting communication and implementation of relevant school policies, processes, and procedures to improve student outcomes and experience by answering questions, distributing relevant forms to be completed by students, etc.; and
Performing other projects and duties as assigned.
Requires a Bachelor's degree or equivalent in education, training and experience, plus two (2) years of related experience.
The successful incumbent will have experience and/or a strong interest in working in higher education. S/He must be computer literate, with a solid background in Microsoft Word, Access and Excel, including merging files.
The Administrative Assistant must possess excellent interpersonal and communication skills, both oral and written. S/He will be able to set goals and prioritize multiple tasks in a fast-paced environment, and work successfully under pressure, as a member of a team, and independently. The individual in this role will be detail-oriented and have the ability to exhibit excellent judgment and discretion, while maintaining confidentiality at all times. S/He must be willing to work more than the traditional work week when necessary.
Knowledge of Columbia University's SIS system and student admissions application system (SLATE) system are strongly preferred for this role.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 514133
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.