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The Trustees of Columbia University in the City of New York Administrative Assistant in New York, New York

  • Job Type: Support Staff - Union- Bargaining Unit: Local 2110- Regular/Temporary: Regular- Hours Per Week: 35- Standard Work Schedule: Monday - Friday- Building: 107 Low Library- Salary Range: $56,200 - $65,400The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.Position SummaryReporting to the Director of Admissions Operations and the Director of Financial Aid, the Administrative Assistant provides comprehensive administrative support for the day-to-day operations of the Offices of Admissions Operations and Financial Aid including assisting with the on-line admissions application process, credential verification, and account reconciliation, as well as answering telephone and email inquiries from faculty, students, staff, and prospective students.ResponsibilitiesAdmissions- Serves as the first point of contact for general admissions inquires; responds to a heavy volume of email and telephone calls from prospective students as well as inquiries from faculty and departmental administrators. (25%)- Assists with the daily downloads of electronic files from various Admission official sources to ensure up-to-date materials processing for graduate admissions; opens, scans, and matches paper transcripts to student applications; processing data and verifying degree audits from international evaluations and domestic transcripts. (20%)- Assists with GSAS admissions credentials verification process to ensure applicant compliance during the various stages of the application process. (5%)- Other seasonal admissions operations tasks including processing English language proficiency waivers, merging applicant data, maintaining faculty report mailing lists, and coordination of weekly reports for faculty users; Verifies, enters, and maintains data in the University's student information system (SIS) and the GSAS on-line application system (Slate). (5%)Financial Aid- Assists Financial Aid officers with student account reconciliations. Investigates and resolves problems; recommends appropriate actions to fix issues; reconciles financial accounts and performs financial calculations to determine the reasons for debit and credit balances. Confirms the errors that need corrections with the financial aid staff, and performs the necessary data entry in PowerFAIDS. (10%)- Provides support for email inquiries to shared Financial Aid inbox; responds to incoming general financial aid questions and triages/forwards emails as needed. (10%)- Assists with data entry into PowerFAIDS for institutional support including MA tuition fellowships; stipends from institutes, centers, and other Columbia units; and Aenta Dental PPO reimbursement requests. Ensures accuracy and confirms in SIS that funds have processed. Helps to maintain and update accurate tracking spreadsheets. Notifies students of payments as needed. (10%)- Provides additional administrative support to the Office of Financial Aid to assist with both short-term and long-term projects; sets up new fund codes in both SIS and PowerFAIDS; assists Senior Associate Director with compilation of documents for loan-related audit requests from central University compliance. (10%)General Administrative:- Perform other related duties as assigned. Helps to cover GSAS front desk on a rotating basis with other GSAS staff when reception is absent or during lunch hour. (5%)Minimum Qualifications- High school diploma and three years of related experience required. Experience with student record, financial aid and/or admissions software highly desired.- Excellent organizational, interpersonal, time management, and communication skills (both oral and written) required.- Ability to work independently, establish priorities, meet deadlines, and handle pressure despite frequent interruptions with minimum supervision a must.- Strong computer experience and proficiency databases, spreadsheets, and word processing necessary.- Attention to detail and accuracy required.- Demonstrated ability to exercise diplomacy, discretion, patience, and good judgment required. Ability to work with a team as well as with diverse constituencies essential.- Occasional evening and weekend work may be required.Preferred Qualifications- Some college preferred.Other Requirements- Applications received without a resume and cover letter will not be considered.Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.