Columbia University Assistant Director of Administration and Planning in New York, New York
Requisition no: 519478
Work Type: Full Time
Categories: General Administration
Job Type: Officer of Administration
End Date if Temporary:
Hours Per Week: 35
The Center for Career Education (CCE) helps undergraduate, graduate 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. The Center for Career Education serves students in Columbia College; the Fu Foundation School of Engineering and Applied Science; the School of General Studies; the School of the Arts and the Graduate School of Arts and Sciences and collaborates with Career Centers in the other schools at Columbia University and its affiliated institutions.
Manage administration and logistics of CC/SEAS funding programs. Coordinate application processes, committee review work, award distribution, pre-program trainings and reflection sessions. Handle all stipend processing and ensure compliance with CU policies. Counsel students on funding program options, share resources and coordinate virtual and in-person workshops on funding summer opportunities.
Collaborate with the College's central finance team and Alumni & Development team to match donors and ensure stewardship of donor funds. Prepare financial reports, program summary reports, donor reports and other reports as requested. Analyze program data and conduct periodic reviews of funding program processes. Strategically market funding programs to undergraduate students, including the development of web content. Manage daily administrative operations of the office and provide support to the Executive Director and Dean, as required. Collaborate with the Administration & Planning Coordinators to process financial transactions and payroll. Assist the Operations Team with invoicing the high volume of employers for CCE recruiting activities. Reconcile payments and process fund transfers on a regular basis. Liaise with the Procurement office and process purchase orders. Assist Director of Operations with quarterly and year end closing of all CCE budgets. Collaborate with CCE's Experiential Education team to manage summer internship contracts and payments, disciplinary checks and stipend payment processes for high volume semester and summer internship programs.
Manage the administration and logistics of the Work Exemption Program. Liaise with the Office of Financial Aid and Education Financing to coordinate each semester's review process. Manage the committee, respond to student inquiries, manage a shared inbox, and coordinate the application review process, award notification process and post-program reflection project submission process. Analyze program data and prepare reports for each program semester as well as analyze trends to inform future program decisions.
Collaborate with Director of Operations, CCE Technology team, and Columbia College Information Technology team to develop strategies to optimize administration and reporting of Work Exemption Program and funding programs.
Work on special projects. Organize receptions/events and meetings hosted by the Dean including working with internal and external vendors and fielding event-related questions from students, alumni and employers.
Assist the Director of Operations with the overall operational management of the Center and compliance with University operating policies and procedures. Participate in various CCE project management teams as required. Serve as a liaison to various academic, student and administrative committees and offices within the university, as assigned.
Manage CCE's facilities by responding to facilities related issues, liaising with Public Safety, assisting with facilities upgrade projects, ensuring upkeep and maintenance of CCE offices, furnishings, phones and common areas. Work with the Director of Operations to document and improve policies and processes at CCE and ensure efficient daily operations and support services for CCE staff.
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.
Perform other related duties as assigned.
Bachelor's degree and/or its equivalent required. A minimum of 2-4 years of related experience required.
Experience building and maintaining relationships within a higher education environment, ability to collaborate with other units on campus essential. Must be detailed oriented, accurate and have demonstrated analytical skills.
Excellent oral, written, organizational, and interpersonal skills required. Must be able to handle confidential information with exceptional judgment and discretion. Must be capable of working independently, as well as collaboratively, and take a proactive approach. Must be able to identify priorities within multiple assignments in a pressured, short-deadline environment, while maintaining diplomacy and efficiency.
Excellent client management skills, along with high level of competency with reporting, organization and administrative skills necessary.
A cover letter and resume must be submitted with the application.
Master's degree in a relevant discipline preferred.
Experience in grants management including workflow development, committee management, and software or database familiarity.
2-4 years of related experience in university administration preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
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