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Job Information

Columbia University Assistant Director of Academic Administration in New York, New York

  • Requisition no: 524568

  • Work Type: Full Time

  • Location: Campus|Morningside

  • School/Department: null

  • Categories: Stdnt Affairs/Educational Admn,General Administration

  • Job Type: Officer of Administration

  • Regular/Temporary: Regular

  • Hours Per Week: 35

Position Summary

Reporting directly to the Director of Academic Administration (DAA), the Assistant Director manages and implements key administrative operations of Visual Arts Department. This includes providing administrative support for the Director of Undergraduate Studies and scheduling Visual Arts undergraduate classes, overseeing communication with the Registrar regarding graduate and undergraduate semester schedules and registration, advising students on registration, scheduling and managing Visual Arts Summer classes and related co-curricular events, and helping the DAA to coordinate classes and manage events in the MFA program.


Coordinates Undergraduate Visual Arts courses with the Director of Undergraduate Studies (DUS) and DAA. This includes helping to manage Senior Thesis studios with Senior Thesis professors, managing the Senior Thesis review process, assisting DUS with Undergraduate End of the Semester Show, Open House, Visual Arts Majors Welcome event and other undergraduate events. Responds to requests for basic information such as major/concentration requirements worksheets and registration issues. Oversees the Yale Norfolk application and selection process in consultation with the DUS. Oversees the collection and archiving of Undergraduate Course Evaluations, and coordinating room assignments.

Assists DAA with implementing and coordinating graduate course schedules. This includes creating the schedules for Graduate Studio, Group Critique, and Visiting Critics. Assists DAA with distributing Visiting Critic studio visits. Assists the DAA with organizing Mentor Group weeks. Coordinates Gelman visits. Oversees the collection and archiving of graduate evaluations each semester.

Independently creates, implements, and manages systems to track student academic progress and student enrollment. Provides regular reports to the DAA and the faculty on each student’s academic progress.

Provides all course information for, and handles day-to-day communications with, the Registrar. Advises students on registration process and degree requirements. Updates Critical Thinking electives document throughout the year. Reviews the Directory of Classes and works with the Registrar and the Visual Arts Program Assistant to ensure all course information in the Registrar’s system is accurate for both the Graduate and Undergraduate Programs. Working closely with the VA Program Assistant, oversees and monitors course numbering and course fees for both the Graduate Program and Undergraduate Programs.

Works with the DAA and Chair to review, revise, and update the student and adjunct handbooks. Manages communications with students and faculty regarding registration, new student and adjunct orientation, graduation, and classroom procedures and policies.

Coordinates MFA admissions process, thesis reviews, faculty searches, and department events. Organizes divisional events including Open House and Open Studio. Manages annual New Student Orientation.

Manages all aspects of the graduation process, including providing students with graduation and Commencement information, and finalizing graduation information with the Registrar. Manages all Commencement-related tasks at the program level, checking and finalizing students lists for the Commencement program, and managing students participating in Commencement during the ceremony.

Coordinates the design and publicity of the MFA Program with the DAA, including admissions materials, the first year and thesis shows, and other events. Oversees creation of the Thesis and First Year catalogs working directly with Communications with oversight of the DAA. Updates the website as needed, including the collection of faculty CVs, bios and contact information. Responsible for updating program information on the new Academic Information site.

Oversees the maintenance and safe practices in Dodge Painting and Drawing classrooms, 401 and 501. This includes working with Program Assistant to oversee student room monitors and coordinating the bi-annual classroom cleanings for 401 and 501 with custodial staff. Liaises with Professors, Facilities Manager and Visual Arts Office about equipment and material needs for Painting and Drawing classes. Helps Visual Arts Program Assistant track Painting and Drawing course fee budgets, and other course fee budgets as needed.

Manages and schedules the summer undergraduate classes with SoA and SPS. Coordinates the design and publicity of the summer program. Provides administrative assistance to the Advanced Painting Intensive.

Other appropriate duties as assigned.

Minimum Qualifications

B.A. and/or equivalent experience required. Minimum of three years related administrative experience required.

Excellent interpersonal, organizational, supervisory and communications skills (verbal and written) required. Attention to detail in all aspects of management of busy academic office required. Ability to work independently and under pressure with large numbers of people on concurrent projects with multiple deadlines and ability to handle confidential matters with tact and discretion required. Advanced computer skills and experience with Macintosh and PC systems, Word and Excel software, Internet and E-mail systems and other specialized data management software required. Working knowledge of Microsoft Office Suite, InDesign, Photoshop.

Equal Opportunity Employer / Disability / Veteran

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