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The Trustees of Columbia University in the City of New York Assistant Director, Division Administration - Academic Affairs in New York, New York

  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Standard Work Schedule:
  • Building:
  • Salary Range: $70,000 - $83,000
The 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 Summary

Reporting to the Senior Associate Dean, Academic Affairs, the Assistant Director will act as a liaison with the University community, interfacing with stakeholders including senior staff, faculty, and students. This individual will work directly with the Senior Associate Dean to successfully manage and executive initiatives related to Academic Affairs.

The School of Professional Studies serves over 12,000 students enrolled in numerous programs ranging from 18 Master's degrees to Postbaccalaureate Studies, summer high school students, to visiting undergrads, to visiting international English language students enrolled in the American Language Program, to professionals pursuing certificates.


Division Administration

  • Serve as the crucial liaison and de facto chief of staff for the Office of the Senior Associate Dean of Academic Affairs, facilitating communication and teamwork with the offices across the Senior Leadership team at SPS
  • Build relationships and partner closely with the other Dean's Office Staff to ensure the effective functioning of the Leadership team and to create and facilitate an office environment that is sensitive and responsive to the University's varied constituencies
  • Serve as the primary liaison and point of contact to the Associate Deans of Academic Affairs. Ensure effective coordination across all units in the division
  • Serve as the lead organizer for all Academic Governance, Retreats, and Divisional meetings, including coordinating with staff leads, preparation of agendas, securing space, food & beverage planning, drafting communications, and other logistics as necessary. Plan, prepare for implementation, and coordinate meetings and events as assigned, working closely with internal and external stakeholders and vendors. Document and distribute meeting minutes and decision records for all Governance and Division meetings
  • Build productive relationships with key stakeholders and represent SPS by working directly with the offices of high-level constituents. Interface consistently with senior administrators of the University and members of the SPS community
  • Manage the Academic Affairs budget and ensure the timely submission of expense reports, and budget allocation submissions
  • Implement and maintain internal procedures to streamline divisional administration processes and increase efficiency and effectiveness. Analyze existing processes to identify opportunities to improve; collaborate with campus partners to develop,
  • Maintains listserv access and monitors communication effectiveness across Academic Affairs. This includes the continuous updating of contact lists to ensure emails are being sent to the appropriate audiences
  • Responsible for the creation and dissemination of the monthly Division of Academic Affairs newsletter

Administrative Support

  • Optimize the Senior Associate Dean's calendar using sound judgment and prioritizing that all commitments are respected and seamlessly executed
  • Anticipate and address the upcoming weeks' meetings to ensure high-quality preparation is completed and to mitigate scheduling conflicts and/or calendar inefficiencies
  • Assist with planning and preparing for all speaking engagements and/or appearances, including conference attendance and executive-level meetings
  • Draft and copy edit needed presentations, briefs, and communications documents on behalf of the Senior Associate Dean
  • Responsible for monitoring and overseeing the Senior Associate Dean's email. This involves sorting through correspondence, prioritizing messages, and managing the inbox effectively. Initiate initial correspondence on various academic matters, demonstrating proficiency in conveying information accurately and professionally, resolving problems independently, and ensuring correspondence is completed in a timely manner
  • Serve on various committees and/or working groups as designated or requested
  • Demonstrate autonomy and strategic thinking for managing multiple projects with competing priorities
  • May be responsible for supervising the work of one (1) or more employees

Perform other duties and special projects as assigned or requested

Minimum Qualifications

  • Bachelor's degree and/or equivalent related experience required
  • 3 years of related experience
  • A resume and cover letter with salary requirements must be submitted for the applicant to be considered for the position

Preferred Qualifications

  • Administrative experience in client-centered environments, along with some experience in the provision of Academic Affairs and/or program administration strongly preferred
  • Ability to prioritize and effectively manage a complex schedule
  • Experience working and communicating with university faculty
  • Proven ability to plan and successfully execute meetings and events
  • Highly proficient with GSuite, MS Office, PowerBI or other business intelligence platforms, various Project Management applications
  • Strong learning agility for building proficiency with new software platforms and applications
  • Track record of handling sensitive information with the highest level of professionalism, confidentiality, and tact

Other Requirements

  • Strong interpersonal skills; proven capacity to communicate verbally and in writing at a sophisticated level
  • Ability to work with multiple stakeholder groups, in a fast-paced collaborative environment.
  • Ability to take initiative and manage a variety of tasks and projects simultaneously, with impeccable attention to detail
  • Attention to detail is critical and necessary
  • Proven ability to develop and maintain a professional, collaborative, and spirited environment
  • Ability to complete complex assignments quickly and with a high degree of quality and accuracy, respond with appropriate urgency to situations that arise, and solve difficult problems proactively and efficiently
  • Must have strong communication skills and a "yes" attitude
  • Occasional evening and weekend work required

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

Minimum Salary: 31200.00 Maximum Salary: 31200.00 Salary Unit: Yearly