| Advertised Summary Job Description: Reporting to the Associate Director, the incumbent will provide comprehensive administrative support for the Center for the Core Curriculum. The position requires the ability to manage a wide variety of tasks and works closely with the other Core, Academic Planning and Administration staff members, faculty and administrators.|
A. Manages day-to-day operations for a complex and demanding office. Provides administrative support for up to 150 faculty members teaching in the Core. Daily interaction with students, faculty, and administrators while performing multiple duties and meeting deadlines. The incumbent also sends out routine weekly Core communications to faculty and guest speakers. Prepare and assemble faculty course material; manage Core classrooms, liaise with Columbia Housing to ensure access for instructors teaching in undergraduate residences; liaise with the Registrar Office to troubleshoot classroom issues. The incumbent also oversees desk copy distribution for instructors.
B. Coordinates and sets up for weekly meetings, and arranges all aspects of regularly scheduled faculty luncheons and special occasions. Handle all logistics for weekly internal/external faculty speakers: manages correspondence with faculty outside of Columbia and makes travel and logistical arrangements and provides technical support.
Coordinate final exam for Literature Humanities, Contemporary Civilization and Frontiers of Science: assist exam committee with proofreading and editing; scheduling and room assignments, exam printing and distribution and liaise with Office of Disability Services and Athletics.
Assist with the Core Scholars competition, Student Essay prizes and Days on Campus.
C. Manage the front office student registration traffic at the beginning of each semester; provides students and instructors with information on registration policies and procedures and ensures that student petitions are properly completed and processed. Use University's registration systems (SIS, SSOL); update all petition forms: review and edit, verifying course information.
D. Manages process for preceptorships and post-doctoral lecturerships for Literature Humanities and Contemporary Civilization: processing applications, coordinating calendars with relevant committees, scheduling interviews, class visits, generating and mailing related correspondence to applicants. The incumbent also creates and maintains all applicant files and related databases for recruitment. Draft appointment letters for Core Chairs. Coordinate with instructors to determine teaching schedule preferences, and confirm faculty departmental contributions.
E. Assist with processing reimbursements, process speaker honoraria and travel reimbursements, resolve issues with vendors/accounts payable, place orders for office supplies.
F. Maintains and updates faculty databases, email, and contact lists for all Core courses and departmental communications, including all listservs and email list subsets. Prepares and distributes large mailings for Core faculty.
G. Working closely with Core chairs, responsible for Core websites: Maintain content and course materials to provide accurate information for course instructors (upload required documents, remove materials no longer relevant for courses) and perform monthly maintenance quality assurance checks on content links; maintain Courseworks and Core Scholars sites. Oversees office maintenance, monitoring inventory, repair of office equipment, preparing facilities service requests and following up as needed.
H. Other related duties as assigned.
General Minimum Qualifications: High School diploma or its equivalent required. A minimum of three years of relevant experience (or equivalent combination of education and experience).
Additional Specific Minimum Qualifications: Excellent communication (verbal and written), organization, interpersonal and administrative skills required. Discretion and attention to detail essential. Multi-tasking, flexibility and a demonstrated ability to work well with a broad constituency required. Proficiency with word processing including mail merge and e-mail merges and presentation software preferred.
A cover letter and resume are required. Applications without both of these attachments will not be reviewed.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.