Advertised Summary Job Description: Reporting to both the Vice Dean and Director of Administrative Operations, the Assistant Director of Administrative Operations handles a wide range of operational matters and offer administrative support essential to the smooth functioning of the Graduate School. Organization and management of projects and processes are key functions of this position. The incumbent works closely with the Director of Administrative Operations in project management, workflow, systems, best practices, and communications among all units to ensure the school achieves highest standards. Executive support within the Office of the Dean includes, but is not be limited to, managing schedules and appointments for the Dean and Vice Dean; handling special projects assigned by the Deans; interfacing with internal and external constituencies on behalf of the Deans and GSAS; and establishing consistent communication structure and deliverables among GSAS units and the Office of the Dean. The Assistant Director oversees the Federal Work Study program and hires, trains, and schedules student workers. Effective execution will require excellent project management skills, independent judgement, discretion, and attention to detail.
Project Management: Manages the administration of projects across GSAS units; monitors tasks assigned to staff and facilitates timely completion to meet deadlines; Facilitates the smooth functioning of GSAS through management tools and communication; In conjunction with the Director of Administrative Operations, oversees the pace and workflow across all units; Manages projects by quickly understanding context and policy; maintains an understanding of the educational programs and operational functions of the school and appropriately assists to implement procedures and guidelines.
Administrative duties: Organizes internal and external communications, administrative contacts, and databases; In collaboration with the Director of Administrative Operations, advances the day to day operations and long term strategies of administrative procedures to ensure integration among units, workflow efficiency, and best practices are used among all GSAS staff; Coordinates administrative responsibilities between senior staff so that goals are accomplished; Oversees the hiring, onboarding, and scheduling of the Federal Work Study program; supervises the work study students and manages assignments; Collects and reviews support staff timesheets and monitors officer's use of time off management; Assists the Director of Administrative Operations in administrative details of searches, search procedures, training, and onboarding new employees; Seeks team-building opportunities for the advancement of GSAS staff and the office community; Administers performance management reviews.
Executive Support: Provides executive-level support for the Dean and Vice Dean; Oversees time management and daily operations for the Office of the Dean; Manages heavy calendar of meetings and appointments; Reconciles the Dean's purchasing card and manages business expenses; Prepares correspondence, anticipates and identifies issues for discussion; Prepares correspondence for the Vice Dean in an accurate and timely manner to other departments, students, or personnel as necessary; including termination letters and policy memos; Works closely with the other University offices, such as the Office of Alumni Relations, to set expectations for the Dean's presence at internally and externally focused events and meetings. Relieves the Dean and Vice Dean of administrative details.
Other: Administers various special projects and complex duties as needed.
General Minimum Qualifications: Bachelor's degree and 3-5 years of full-time professional experience in a related field.
Additional Specific Minimum Qualifications: Must have excellent organizational, verbal/written communications and interpersonal skills; must be customer service-oriented, a team player, and self-starter. Attention to detail is essential. Proven record of reliability, tact, diplomacy, and discretion in handling sensitive and confidential matters required. Ability to prioritize and manage multiple tasks under pressure and with deadlines required. Thorough expertise with Microsoft Office suite is required; familiarity with Web content management desirable. Prior supervisory experience required.
*Note: Interested individuals must supply a resume and cover letter to be considered an applicant. Finalists may be asked to submit a writing sample.
Preferred Qualifications: A Master's degree in a related field, such as higher education administration, financial administration, or human resources administration is strongly preferred. Previous experience in higher education administration, project management, and providing C-level support is highly preferred.
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.
Internal Number: 126_172831
About Columbia University
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.