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Teachers College, Columbia University Program Administrator in New York, New York

Program Administrator

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Job no: 505625

Position type: Staff

Location: New York

Categories: Administrative/Professional

Posting Summary:

Job Summary/Basic Function:

The Center for the Professional Education of Teachers (CPET; is seeking a full-time Program Administrator to provide operational support and systems management to the Center. Key responsibilities for this role include:

Systems Management

  • Manage information

-- Organize and update CPET contact lists for partnerships, outreach, and internal staffing

-- Support CTLE credit process and manage record-keeping consistent with CTLE and TC policies

-- Manage and organize systems for tracking supply inventory, spending, and travel documentation

-- Manage and organize electronic records, paperwork, and scanning as needed to support CPET programs

  • Completion of time-sensitive projects

-- Liaison with TC offices (Business Services, Facilities, Media Services, Room Assignments, and Culinart to fulfill Center requests

-- Create and distribute data reports for workshops, conferences, school site PD and internal feedback

-- Support CPET events (Requires flexible hours around event dates): Fulfill event needs using a thorough knowledge of internal TC systems, and assist with day-of event needs; participate in pre-event setup, event breakdown, and troubleshooting support throughout the event’s duration.

  • Regularly utilize systems to complete projects

-- TC systems (25 Live, the Gottesman Library reservation system, Unimarket, Banner, Media Services’ reservation system, MyTC)

-- External systems (NYC DOE vendor portal, NYC DOE EFT portal)

-- CPET Systems which track project progress, budgets, staff availability, and more.

Budgets & Reporting

  • Budget management

-- Complete and submit financial paperwork related to budgets, deposits, and personnel

-- Reconcile department credit cards each month and provide proper reporting to CPET and TC

-- Support the Director of Operations with the management of Center budgets

  • Contracts & invoicing

-- Manage new POs and MTACs; submit appropriate MTAC proposals as identified by CPET leadership

-- Use the EFT portal to identify payments received and report payments to TC

-- Support monthly invoicing process with the external partners

-- Support monthly documentation completion and verification

  • Payment process

-- Reconcile personnel calendars with payment forms to ensure proper payment

-- Submit vendor invoices through Unimarket

  • Purchasing

-- Materials and supplies: follow Center procedures to review and approve Center orders

-- Follow proper procedures for tracking and managing expenses

-- Approve orders consistent with TC and CPET policies

-- Liaison with external organizations to manage travel for CPET staff

Center Contribution: Leadership Teams

  • Core Team

-- Participate as part of CPET’s Core Team, attending team meetings

-- Engage in critical reflection and community building activities to increase collaboration and professional effectiveness

-- Attend to internal communication, systems and structures established throughout the Center

  • Director Support

-- Provide prompt and professional support to CPET’s Founding Director

-- Provide prompt and professional support to CPET’s Center Director

-- Provide prompt and professional support to CPET’s Director of Operations

  • Leadership communication

-- Provide support to seasonal tasks like processing Vendor contracts, grant proposals, or other center projects to be determined

-- Monthly documentation, and weekly communication to Center Director and Supervisor on completion of projects, support, and celebrations

-- Maintain regular hours with flexibility to meet the needs of the Center’s rhythm aligned with school calendars

Minimum Qualifications:

Bachelor’s Degree

2-4 years administrative experience

Advanced knowledge of Google Suite and Microsoft Office

Ability to navigate collegiate environment in order to manage responsibilities

Ability to prioritize and problem-solve in a timely manner

Self-motivated, adaptable and detail-oriented

Excellent time management skills

Excellent verbal and written abilities

Excellent interpersonal skills

Preferred Qualifications:

Expertise in Google Suite and Microsoft Office

4-6 years administrative experience

Previous administrative experience in higher education

Working knowledge of Teachers College departments and systems

Experience using Banner to manage budgets

Prior event management experience

Advertised: 22 Nov 2019 Eastern Standard Time

Applications close: