Assistant Director of Administrative Operations and Student and Family Liaison

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.

A strong internal candidate has been identified for this position, however, we are still accepting applications from other qualified candidates.

Position Summary

Reporting to the Chief Financial and Administrative Officer, the Assistant Director of Administrative Operations and Student and Family Liaison will provide management of the physical spaces for Columbia College including serving as a project manager during renovations and moves, and managing campus access. In Hamilton Hall, the Assistant Director has the added responsibility as the coordinator for facilities-related activities with the Arts and Sciences departments located in the building. The incumbent represents the interests of Columbia College and Hamilton Hall occupants to key stakeholders throughout the campus related to physical space services, in particular Facilities Management and Public Safety. The Assistant Director manages campus access for the College, under the direction of the CFAO. The incumbent also serves as the first point of contact for family inquiries and student concerns, in support of the Student and Family Support team primarily during the Fall and Spring terms.

Responsibilities

Facilities / Building Management : Serves as manager for all physical space issues for Hamilton Hall and administrative offices of Columbia College in Hamilton Hall, Lerner Hall, Carman Hall, Low Library, Uris, and East Campus. This includes developing and maintaining strong relationships with University offices to coordinate building maintenance and projects, building access for staff, and troubleshooting problems; Regularly tours building offices, classrooms and public spaces to identify conditions requiring maintenance, repair and improvement often using independent judgment to determine and begin next steps; Serves as a project manager during renovation projects (which may be large-scale during summer months) which include oversight of services, scheduling vendors, and ensuring that quality of services is met in every detail; Attend monthly facilities production meetings, keeping the Dean, CFAO, Chief of Staff, CCHR (as appropriate) and tenants in CC spaces abreast of new developments and changes within Facilities Operations that may impact the College. Manages inventory of keys and maintains a set of master keys for all College spaces. Develops and maintains an accurate inventory of spaces occupied or managed by the College, including drawings, space plans and layouts that detail office allocations and current occupants. Initiates space review as staff needs evolve to optimize efficiency and functionality, including managing annual space inventory. Develops and maintains a maintenance schedule, as needed for all College spaces.

Guest Access : Manages the guest access process, ensuring that guests receive prompt responses to their requests and the College process is consistent with University policies and practices. Liaises with Public Safety and with Lerner Hall Operations on a regular basis regarding access to particular buildings or areas of campus. Communicates changes in campus access and / or guest policy to the College community in consultation with the CFAO.

Student and Family Engagement : Serves as one of the first points of contact, and remains a consistent point of contact, for students and families navigating Columbia's systems, policies, and resources in-person and through telephone, email, and online communications. Builds strong, trusting relationships with students and families to foster supportive environments for students and educates families on campus resources, providing guidance and referrals to address questions and concerns. Partners with University stakeholders and the Student and Family Support team to ensure students and families receive timely, consistent and informative support.

Emergency and Security Protocol : Works closely with the CFAO and Chief of Staff to develop and implement emergency response protocols on behalf of the Dean of the College for all administrative offices within the College. Coordinates security training and implements security protocols for Hamilton Hall administrative offices. Coordinates safety and security briefings for all College staff.

University Travel Review . Provides backup to the UTRC Administrator during peak times to review and respond to student requests for travel approval.

Office Management : Maintains calendars for CFAO and SFS Staff. Manages SFS, Finance, and Administrative team's office supplies. In coordination with USL, triage emails that come into ccseas@columbia.edu , handling or referring as appropriate.

• Performs other related duties as assigned.

Minimum Qualifications

• Bachelor's degree required, or equivalent combination of education and relevant experience.
• Minimum of 2 years of relevant work experience.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and the ability to cultivate and maintain productive working relationships with colleagues across the College and University.
• Demonstrated ability to use independent judgment to set priorities, handle multiple assignments, and work with diplomacy and efficiency in a fast-paced and changing environment.
• Outstanding organizational ability, as well as the ability to manage projects and deadlines and relate to all levels of staff.
• Familiarity with space planning fundamentals and the aptitude to learn and hone related skills.
• Strong Microsoft Office skills.
• Available as needed for emergencies outside of regular hours.

Equal Opportunity Employer / Disability / Veteran

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