Columbia University Administration and Planning Coordinator in New York, New York
Requisition no: 525385
Work Type: Full Time
Categories: Administrative Support
Job Type: Support Staff - Union
Bargaining Unit: Local 2110
End Date if Temporary:
Hours Per Week: 35
The Center for Career Education (CCE) helps undergraduate students and alumni develop the key competencies necessary to make informed decisions and take the necessary steps to achieve their career goals. The Center establishes connections and facilitates interaction among students, alumni, employers, and organizations to generate opportunities that help students pursue their personal and professional objectives. CCE serves undergraduate students and alumni in Columbia College, The Fu Foundation School of Engineering and Applied Science and the School of General Studies and collaborates with the career centers in the other schools at Columbia University and its affiliate institutions.
Reporting to the Director of Operations, the Administration & Planning Coordinator will provide a wide range of financial, administrative and logistical support to the Center for Career Education’s daily operations. Responsibilities include, but are not limited to, working in a team-based environment to support students, employers, and alumni daily with high volume walk-in, email and phone traffic. This position supports the daily operations and financial management of the Administration & Planning and the Employer Relations units and provides a wide range of administrative support for the Center overall.
Responsible for assisting with financial transactions and operational management of the Center for Career Education (CCE) in a team-based environment. Process all financial transactions (invoices, TBERs, vouchers, requisitions, etc.), determine and prepare the required forms, and choose the appropriate chart string in ARC. Process check deposits in FinSys and journal entries in ARC. Reconcile P-Card transactions. Assist with the maintenance of the CCE filing system for financial transactions, back-up documentation and other business-related documents. Liaise with the University’s Accounts Payable, Purchasing and other financial departments and with external vendors to resolve any issues with payments or financial transactions. Assist with invoicing high volume of employers participating in CCE recruiting events. Reconcile payments and process fund transfers on a regular basis. Coordinate submission of student casual employee new-hire paperwork. Meet with casual student payees and process forms required for payroll set-up. Assist with other financial processing as requested.
Provide outstanding client service by acting as a first point of contact and an information resource for visitors to the Center including students, alumni, and employers. Spend a portion of the day staffing the Center’s front and/or help desk, responding to in-person, phone and email inquiries. Manage staffing of front desk/help desk by working with CCE’s student staff employees. Participate in recruiting student staff annually and assist with training student staff in front desk/help desk operations. Work with the Director of Operations to document and improve front desk/help desk operations and support services for CCE’s career counselors and employers participating in on-campus interviews.
Maintain the professional appearance of the lounge area where students and alumni await their career counselors and interviewers. Support CCE’s career counseling team by troubleshooting scheduling issues within CCE’s online scheduling system; generating reports from CCE’s client relationship management system; coordinating room set-up and check-in for on-site events and on-campus interviews; scheduling career counselors for virtual and in-person Quick Questions; coordinating the schedule of staff to support in-person on-campus interviews in the early morning and late evening; and other related tasks. Provide excellent service to employers participating in CCE’s on-campus recruiting program by preparing rooms for workshops, scheduling security guard service and facilities support and assisting with any A/V set-up needs.
Support new employer requests by providing instructions for posting positions through the CCE managed job and internship database. Review, screen and approve all new employer and job posting requests. Advise employers, students, alumni and CCE staff on the use of the job posting components of the CCE job and internship database. Collaborate with CCE’s Communications team to actively promote positions that receive a low number of student resumes or are in underrepresented industries.
Provide support to the CCE staff with logistical issues such as operations management; policy and procedural issues; Facilities inquiries; Public Safety requests from CCE staff for card swipe access and security guard service; ordering supplies and maintaining inventory; and serving as the first point of contact for CCE staff on a wide range of financial and administrative issues and guiding them to resolution. Support the administration and logistics of the summer funding programs. Help support the Center’s communication strategy and work as needed. Participate in Administration & Planning team project work and attend weekly team meetings and biweekly staff meetings. Collaborate with CCE staff to provide successful and efficient daily operations. Demonstrate a willingness to pitch in wherever needed and a positive approach to handling changes to processes and systems. Perform other related duties as assigned.
High school diploma or equivalency certificate required.
Minimum of three years related experience and excellent organizational skills.
Attention to detail and accuracy required.
Excellent written, oral communication and interpersonal skills required.
Experience in database management, spreadsheet reporting and word processing.
Must possess ability to work independently and manage daily interactions with students, employers, and alumni with minimal direction.
Must have discretion to handle confidential financial and personnel information.
Must be able to multi-task and provide professional and effective client service in a demanding, high-traffic environment.
Applications submitted without a resume and cover letter will not be reviewed.
College degree preferred.
Experience with fiscal processing and office operations preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
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