The Administrative Coordinator will assist the Executive Director with coordinating strategies and logistics related to the financial and administrative operations of Undergraduate Student Life (Multicultural Affairs, Residential Life, and Student Engagement.) The incumbent will assist with critical departmental functions including assessment, communication efforts, purchasing, accounts payable, and student advisement. Will maintain independent correspondence, research information, process financial documents, organize data, and prepare reports. Will prioritize and prepare for daily, weekly, and monthly departmental financial and administrative activities by assembling and organizing documents and information. Assists with implementation of effective communication strategy and supports the assessment of departmental programs and services. The Coordinator will liaise with various central administrators from Columbia Procurement, Columbia College, and external vendors, including technology providers.
Provide administrative financial support to the Executive Director by handling various operational processes including: maintaining budgets of the department; processing invoices, petty cash/check requests, travel advances and travel and business reimbursements; reconciling accounts and maintaining systems and reporting; preparing and submitting undergraduate student stipends and payroll; resolving problems with vendors/accounts payable; placing orders for office supplies and materials for programming events. Prepare reports and background materials for and on behalf of the Executive Director and departmental leadership team. Advise students, parents, other University employees, and vendors on a wide array of detailed University financial policies and procedures. Handle telephone and walk-in traffic in office from students and staff addressing general inquiries and providing guidance on University policies and procedures. Refer specific issues to the Executive Director as needed.
Assist the Executive Director in implementing effective communications and marketing strategies for primarily electronic media formats, including editing and developing content for the Student Life website, maintaining daily various departmental social media sites, supporting other existing communications channels, and helping identify new marketing opportunities for the department.
Supervise undergraduate student staff, overseeing selection and training efforts and working with Student Life management team and staff members to ensure that departmental programs and projects have effective student staff support.
Provide guidance to a cohort of recognized student clubs informing members about relevant University and Office policies and procedures and helping them interpret the same. Connect student club members to University and other resources to help them explore options related to group leadership, event planning, and implementation. Occasional evening and weekend hours required in support of student events.
Support ongoing departmental assessment efforts, providing the Executive Director and department leadership team with assistance implementing assessment strategies. Assists with the evaluation of departmental data used to inform various programmatic, advisement, and other decisions.
Cultivate and maintain relationships with Columbia College Finance, Communications, and Information Technology offices, local vendors and University offices, including Housing, Dining, Public Safety, Facilities, Events Management, Procurement, and other departments.
Perform other related duties as assigned.
High School diploma or the equivalent required.
A minimum of three years of relevant experience, or the combination of education and experience required.
Must be able to clearly communicate complex financial policies and procedures to a wide-range of individuals.
Computer literacy required with Windows experience, including strong proficiency with Google for Business G Suite (Gmail, Google Drive, Google Calendars, etc.), Microsoft Office suite including hands-on experience with intermediate-level Excel functions; slack, and others as needed.
Previous experience working with website content management systems, social media platforms, and web-based applications required. Strong analytical and mathematical skills required; excellent written, organizational, communication, and interpersonal skills essential.
Must be self-directed, motivated, detail-oriented, and creative and possess patience, tact, professionalism, and an ability to function effectively with a broad constituency.
Must demonstrate a proven record of anticipating needs, seeing projects from conception to completion, changing directions, and effectively collaborating while managing competing priorities.
Experience handling, prioritizing, and executing multiple projects accurately and providing high-quality results and customer service.
SOME WEEKEND AND EVENING HOURS REQUIRED.
**Applications submitted without a resume and cover letter will not be reviewed**
College degree strongly preferred.
Background in student affairs, academic administration, and/or previous experience working with financial systems in higher education preferred.
Knowledge of student activities and events strongly preferred.
Familiarity with assessment best practices, survey technology, and prior experience with coding data preferred.
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.