Reporting to the Vice Dean, the Associate Director of Administrative Operations is responsible for implementing operational standards within units of GSAS to ensure organizational effectiveness and efficiency. The incumbent is responsible for the coordination of GSAS administrative operations, human resource functions, space management. Responsibilities include addressing staffing needs and talent management matters; conducting searches and onboarding new staff; shaping policy and acting as point person for the use and maintenance of GSAS-designated spaces; meeting regularly with senior staff to coordinate workflow and communication between units.
Executive support within the Office of the Dean includes managing schedules of the Dean and Vice Dean; handling special projects assigned by the Deans; interfacing with internal and external constituencies on behalf of the Deans; and establishing consistent communication structure and deliverables among GSAS units and the Office of the Dean. The Associate Director oversees the Federal Work Study program and hires, trains, and schedules student workers.
Ensures organizational effectiveness and efficiency of school and is responsible for the management of GSAS operations;
Oversees daily operations of all units to ensure professional and efficient organization and administration; develop operating procedures and coordination for the optimal functioning of all GSAS projects;
Collaborates with unit directors to coordinate and expedite the completion of major projects;
Builds communication channels among GSAS functional units to cultivate efficiency and creativity;
Manages day-to-day operations and is the main contact for Facilities and Public Safety;
Oversees GSAS offices, equipment and supplies;
Coordinates work study needs and general office scheduling.
Organizes internal and external communications, administrative contacts, and databases.
??? Provides executive-level support for the Dean and Vice Dean; ??? Oversees daily operations for the Office of the Dean; ??? Manages heavy calendar of meetings and appointments; ??? Reconciles the Dean's purchasing card and manages business expenses; ??? Prepares correspondence, anticipates and identifies issues for discussion; ??? Works closely with the other University offices, such as the Office of Alumni Relations, to set expectations for the Dean's presence at internally and externally focused events and meetings.
??? In coordination with the Deans, identifies staffing needs and manages talent management and employee relations issues; ??? Serves as liaison to Central HR offices including Client Services, Labor Relations, Benefits, and Leave Management; handles GSAS HRIS needs in TalentLink ??? Oversees the recruitment process, organizes search committees, manages selection process and hiring steps; manages applicant pool, reviews search data, advertises positions, prepares background checks; ??? Coordinates the onboarding of GSAS officers and support staff, facilitates orientations, training, and reviews protocol with regard to GSAS and University policies for personnel; ??? Oversees the hiring, onboarding, and scheduling of the Federal Work Study program; supervises the work study students and manages assignments; ??? Collects and reviews support staff timesheets and monitors officer's use of time off; ??? Optimizes staff's time management and productivity; monitors data on time off; ??? Advises GSAS officers and support staff regarding attendance, policies, professional development opportunities, HR benefits and any related entitlements and allowances; ??? In collaboration with the Vice Dean, manages annual performance reviews; ??? Works to build community within the GSAS administrative staff.
??? Manages the administration of projects across GSAS units through Asana, a digital project management application; monitors tasks assigned to staff and facilitates timely completion to meet deadlines; ??? Facilitates the smooth functioning of GSAS through management tools and communication;
??? Takes the lead role in managing GSAS space throughout campus (Graduate Student Center, Graduate Grading Room, GSAS Writing Studio, PhD Study Desks); ??? Is the GSAS liaison to Building Supervisors and campus partners in GSAS spaces; ??? Establishes and administers policy for use of GSAS space; manages routine maintenance and all improvements in GSAS space ??? Serves as liaison with the vendor in the Graduate Student Center; meets regularly with management and works to resolve all problems as they arise.
Bachelor's degree or equivalent and four years of fulltime professional experience in a related field, such as office administration, human resources, or financial administration.
Demonstrated ability to work effectively under pressure and with deadlines. Prior supervisory experience required. Must have excellent time management, organizational, verbal/written communications, and interpersonal skills; ability to work on concurrent projects with multiple deadlines is a necessity; must have strong skills as a consensus builder, the ability to lead and act decisively and solve problems quickly; must demonstrate creativity and the ability to work effectively in a large, complex organization. Demonstrated ability to exercise sound judgment and tact as well as maintain confidentiality when dealing with sensitive matters.
Interested individuals must supply a r??sum?? and cover letter to be considered an applicant. Finalists may be asked to supply a writing sample.
Master's degree in a related field such as higher education administration, financial or business administration, or human resources administration preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 516540
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