Academic Affairs Coordinator

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Associate Director of the Center for the Core Curriculum, 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, excellent verbal and written communication skills, and collaboration with staff members, faculty and administrators across the University.

Responsibilities

Provides administrative support for up to 200 faculty members teaching in the Core. Communicates Core policies and procedures in person and via email. Arranges meetings and supports the schedule of the Director of the Center for the Core Curriculum. 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; works closely with the offices of the Dean of the College and Academic Affairs to schedule meetings in the Core Conference Room and Core Library; liaises with the Associate Director of Academic Affairs, Finance and Administration, and other administrative units as directed. Prepare and assemble faculty course materials and liaise with Columbia Housing to ensure access for instructors teaching in undergraduate residences.

• Coordinates and sets up weekly meetings, and arranges all aspects of regularly scheduled faculty luncheons and special occasions; provides administrative support for the entire array of Core programming events including scheduling regular and electronic classrooms, and distributes information and publicity materials as directed. Assists with the acquisition of required texts for Core courses and the distribution of desk copies to instructors. Handles all logistics for weekly internal / external faculty speakers : writes, edits, and manages correspondence with faculty outside of Columbia; makes travel and logistical arrangements; and provides technical support. Supports the final exam for Literature Humanities and Frontiers of Science : assists exam committee with proofreading and editing; helps with exam scheduling and room assignments; and arranges printing and distribution of physical exams. Serves as liaison with the Office of Disability Services and with Columbia Athletics to provide any necessary accommodations for students taking the exam.
• Serves as the first point of contact at the front desk of the Center for the Core Curriculum; provides students and instructors with information on registration policies and procedures; and distributes Core book loans to students.
• Provides logistical support for the interview and selection processes for preceptorships and lectureships for Core courses, which includes processing applications and creating applicant files, updating recruitment databases, coordinating calendars with relevant committees, scheduling interviews and class visits, and corresponding with applicants. Drafts and revises preceptor, lecturer, and adjunct appointment letters for Core Faculty Chairs and works with academic departments and administrative offices in Arts & Sciences to complete appointment processes.
• In collaboration with the Associate Director of Academic Affairs, Finance and Administration, assists in processing of reimbursements for instructors related to individual class outings and programs; processing honoraria and travel reimbursements for guest speakers.
• Maintains and updates Core faculty email and contact lists for all Core courses (African Civilization, Art Humanities, Contemporary Civilization, Frontiers of Science, Latin American Civilization, Literature Humanities, and Music Humanities) and departmental communications, including 9 main listservs and numerous email list subsets. Prepares and distributes large mailings for all faculty.
• Working closely with the Associate Dean for Academic Affairs and Core Chairs, maintains and updates pages on the Columbia College website dedicated to the Core Curriculum, which includes maintaining and editing content and course materials for course instructors (e.g., uploading required documents and supplemental material, removing outdated materials) and performing monthly maintenance quality assurance checks on content links.
• Other related duties as assigned.

Minimum Qualifications

• High School diploma and / or its equivalent required.
• A minimum of three years of relevant experience, or a combination of education and experience, is required.
• Excellent communication (verbal and written), editorial, organization, interpersonal, administrative, and technical skills required.
• Discretion and attention to detail are essential.
• Multi-tasking, flexibility, and a demonstrated ability to work well with a broad constituency are required.
• Applications submitted without a resume and cover letter will not be considered

Preferred Qualifications

• College degree preferred.
• Experience in a University or other complex organization preferred.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.