Reporting to the Director of Advising, the incumbent is responsible for providing excellent customer service and administrative support, as well as serve as the first point of contact for visitors to the Student Affairs Office which includes Admissions, Student Life, Student Services, Advising, and Career Development. This includes scheduling rooms, tracking inventory for supplies and proactively ordering as well as fulfilling supply requests for team members, signing for packages and deliveries ensuring they were sent to the appropriate department and are forwarded to the appropriate individual within the office in a timely manner. The incumbent will respond to a high volume of inquiries from prospective applicants, current students and alumni on the phone, via e-mail and in person regarding admissions requirements, current student support services and policies, and various other information related to the numerous and varied programs offered by the School of Professional Studies (SPS). This includes proactively connecting current students to their assigned advisor, making appointments for the student if the advisor is unavailable, answering basic questions related to general university and campus knowledge and helping all visitors use the walk-in system. This position will also inform prospective applicants about upcoming information sessions and recruiting events, looking up applicant information in appropriate systems to determine the status of an application and accurately communicate the remaining materials required to complete an application for all programs offered by the school. The Student Affairs Assistant will also be responsible for directing applicants and current students to the appropriate department and person.
Provide front desk coverage - attentive and friendly to walk in visitors to the office, answering detailed questions about all of the programs and student services offered by the School (e.g., the preparation required for each program, the policies and procedures involved in applying for each program, registration policies and deadlines, payment and withdrawal schedules, etc.), referring visitors to advising, admissions and student affairs officers when appropriate
Proactively asks prospective and current students contacting the office via telephone, email or in person appropriate questions to accurately identify and connect them with the correct office and team member
Convey routine information on Columbia University policies and procedures, address problems for prospects and current students, answer telephones involving screening or high volume, and screen and/or direct visitors
Assist in the maintenance of inventory and ordering of supplies and materials for the Division of Student Affairs
Provide data entry support to Advising and other Student Affairs departments when needed
Responsible for the scheduling and maintenance of all meeting and conference rooms located within the office
Assist in the scheduling of meetings and events which may include reserving rooms, ensuring adequate technology, and catering
Pick-up and distribute office mail; and perform other related duties as assigned
Provide support at on-campus/near campus events that occur after normal business hours
Additional projects and duties as needed or assigned
High School Diploma or equivalent; some college preferred
Two years related experience
Excellent organizational, interpersonal and communication skills required
Capacity to provide accurate information on a wide variety of programs and/or procedures required
Capacity to respond in an efficient and professional manner to a high volume of telephone, in-person and/or e-mail inquiries required
Strong customer-service orientation, demonstrated ability to work in a busy office environment, ability to manage multiple tasks, and willingness to pitch in when necessary required
Computer literacy including word processing, spreadsheet, e-mail, and internet proficiency required
Some evening hours may be required during peak periods and for Information Sessions
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.