Columbia University Administrative Assistant in New York, New York
Requisition no: 518388
Work Type: Full Time
Categories: Administrative Support
Job Type: Support Staff - Union
Bargaining Unit: Local 2110
End Date if Temporary:
Hours Per Week:
The Administrative Assistant reports to the CSA Director and provides high level clerical, administrative, financial and organizational support for the Berick Center for Student Advising. In addition to performing general office responsibilities, the Administrative Assistant oversees the administrative process for Incompletes/Deferred Exams. S/he will also provide executive level support to the Academic Success Program (ASP) under the direction of the Assistant Dean. ASP consists of the New York State funded Higher Education Opportunity Program (HEOP) and the National Opportunity Program (NOP). The Administrative Assistant will help to prepare for ongoing ASP events and activities, maintain independent correspondence, research information, process financial documents, organize data and prepare reports.
Serves as the administrative lead for the Incompletes/Deferred Exams process. Works with CSA advisers to collect, process, and communicate Incomplete requests and decisions to students and professors. Main responsibilities include maintaining the spreadsheet of requests and decisions, working with professors and instructors to obtain exams/assignments, following up to obtain all relevant information needed, and coordinating the Deferred Exams process with the CSA’s Program Coordinator/Executive Assistant.
Addresses general inquiries from students, alumni, parents, campus administrators and faculty on a wide array of University policies and procedures such as academic dishonesty, graduation clearance, degree application deadlines, programming events, course and degree requirements, and referring specific advising issues to the Deans.
Maintains undergraduate student academic records and files as well as own correspondence and confidential materials. Responsible for database maintenance, HEOP data entry, HEOP reporting, file maintenance, mailing, copying, answering inquiries via phone/e-mail, and dealing with concerns from student and alumni via phone and in person.
Maintains, updates, and distributes form letters pertaining to academic policies, grade review, withdrawals/readmissions, Committee on Academic Standing (CAS) petitions, Committee on Academic Programs and Points (CAPP) petitions, Incompletes, and other administrative matters.
Provides administrative support consisting of generating letters, memorandums and other correspondence that deal with confidential information and requires discrete handling and tact. Other administrative support items include scheduling student appointments on CSA Deans’ calendars, updating data in the Student Information System (SIS), and interacting with various University departments and offices, as well as with individuals outside the University.
Handles heavy telephone and walk-in students, parents, and alumni traffic in office. Addresses general inquiries and provides guidance to students on issues related to University policies and procedures, refers specific advising issues to the appropriate advising dean or other staff within the CSA and ASP unit.
Assists in coordinating ASP special events and programs including the Summer Bridge Program, annual Senior Banquet, and other academic year events. Prepare reports for ASP, annual HEOP reports, and background materials for staff meetings.
Serve as ASP’s liaison with major university administrators, students, faculty, parents, and others, and performs other related duties as assigned.
Maintains office supplies, equipment and inventory including forms, applications, brochures, etc.
Maintains office budget: process ASP grant expenses, reimbursements, purchase orders and invoices, process check requests, reconcile accounts, maintain spreadsheets, resolve problems with vendors/accounts payable and place orders for office supplies and materials for programming events. They will also be responsible for processing payroll for casual employees (student and non-student).
Maintains relationships with local vendors and University offices including the Office of the Dean, Office of Academic Planning and Administration, University Dining and Residence Halls, Public Safety, Student Information Services, Special Events & Programs, Undergraduate Student Life, Budget and Operations, Accounts Payable, Payroll, and other departments.
Performs other related duties as assigned.
High School diploma or the equivalent required.
Minimum three years related experience required.
Computer proficiency required including Excel, Word, Access, and Publisher, as well as Gmail and Google Drive.
Ability to be creative and very comfortable with computer databases.
Good analytical and mathematical skill required; excellent written, organizational, communication, and interpersonal skills essential.
Must be self-motivated, detail-oriented, and possess patience, tact, and an ability to function effectively with a broad constituency.Applications submitted without a resume and cover letter will not be considered
Experience with SIS preferable.
Background in student affairs, academic administration, or previous experience in a dean’s office desirable.
College degree strongly preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
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