Associate Director, Academic and Student Affairs

4 days left

Columbia University
Church Street, NY
Sep 12, 2022
Sep 30, 2022
Student Affairs
Position Type
Associate Director
Employment Type
Organization Type
College / University
  • Requisition no: 529393
  • Work type: Full Time
  • Location: Morningside
  • School/Department: Dept of Biomedical Engineering
  • Grade: Grade 12
  • Categories: Stdnt Affairs/Educational Admn
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week:
  • Salary Range:

Position Summary

Reporting to the Director of Finance and Administration in the Biomedical Engineering Department (BME) within The Fu Foundation School of Engineering and Applied Science (SEAS), the Associate Director of Academic and Student Affairs manages administrative and financial functions for the student population enrolled in the BME graduate and undergraduate programs.

The incumbent is the key student-facing officer in the Department, leads the Academic and Student Affairs Team, and is responsible for promoting an outstanding educational experience and building a strong sense of community within the BME programs. This role includes primary responsibility for the orchestration and execution of a variety of academic- and career- themed student programming.

The Associate Director of Academic and Student Affairs is responsible for management of the following functions: 1) Admissions. Oversees the graduate admissions, graduate and undergraduate registration, and other student affairs processes; liaises with graduate student applicants; and maintains graduate and undergraduate student database records and reporting; 2) Student Advising. The Associate Director advises the graduate and undergraduate student population and monitors academic progress, status, and preliminary graduation clearances; 3) Academic Planning. Oversees academic scheduling and curriculum planning; 4) Student Appointments and Graduate Financial Aid. Manages and ensures accurate and up to date student funding, appointment processes and information; serves as key departmental resource on student financial aid and funding matters.

The incumbent works closely with the Chair and Vice-Chair of the Department, Chairs of the Undergraduate and Graduate Committees, faculty, advising center deans and school administrators; interacts with various School and University units including the Registrar, Student Financial Services, Graduate Student Services, Career Services, Financial Aid, HR and Payroll.

  • (20%) Admissions.

Manages the admission, registration, and other student affairs processes for three BME graduate programs (MS only, MS-PhD, and PhD). Assists in designing and implementing the admissions process to meet the School metrics. Manages and coordinates multiple screening processes such as in person, telephone, and virtual interviews for selected students. Liaises with student applicants to address admissions and registration inquiries. Develops and issues related correspondence.

Enters, updates, maintains, and provides reporting and analysis from the University's systems on enrollment, registration, and course data. Plans, prepares and oversees MS and PhD recruitment and interview events. Manages enrolled student orientation
  • (45%) Student Advising and Programming

Advises and monitors academic progress for the BME student population: Advises graduate and undergraduate issues on various aspects of their studies, including general degree requirements, academic planning, courses, and departmental policies of procedures. Meets with students individually, responds to their emails and phone inquiries.

Refers students to their respect faculty advisors to address electives, career-related questions, and other issues. Monitors student progress, status changes, and performs preliminary graduation clearances. Coordinates thesis defense applications. Tracks student progress through degree programs: core required courses, technical electives, TA requirements, Qualification examination, proposals, and defenses. Creates and utilizes student and alumni information databases. Maintains student records, information, and lists.

Compiles statistics for various government and university surveys. Drafts and distributes communications to proactively inform students of Departmental schedules, policies, procedures, and other notices, and provides timely responses to inquiries and requests. Solicits student feedback and monitors class dynamics.

Serves as a liaison to other schools, offices, and department (GSA, GSAS, ISSO, Registrar, Health Services, Student Financial Services, and Housing) to process certain documents and to resolve any issues that arise with students.

Oversees development and execution of student related programs, events, and workshops, including networking student socials, recruiting socials, new student orientation sessions, and open house programs; oversees the BME Academic Financial Administrator in coordinating BME Student Groups.
  • (20%) Graduate Student Appointments and Financial Aid

Supervises and ensures accurate and up-to-date PhD student funding information, funding / appointment / registration mode and status; financial aid information and allocation; preparation and submission of the Graduate Financial Aid (GFA) for the BME student population; ensures resolution of student account discrepancies; plans, supervises and implements related processes and tools; delegates certain related functions to the Academic Financial Administrator and oversees the implementation.

Supervises functions related to student appointments and reappointments, including reappointment rosters (including GRA's, DRA's, TA's, CA's), funding sources and payroll; plans related budgets, reviews and resolves budget vs actual variances; delegates related functions to the Academic Financial Administrator and oversees the implementation; monitors personnel and payroll reports, takes action to address and resolve related issues.

Maintains current BME student and their funding database.
  • ( 10%) Academic Planning

Manages course TA allocations each semester. Oversees BME academic scheduling and planning performed by the BME Academic Financial Administrator.
  • (5%) Perform other related duties as assigned/requested.

Minimum Qualifications
  • Bachelor's degree required. MA/MS degree preferred.
  • Minimum 3-5 years of related experience in academic advising in higher education required. Experience in a managerial capacity in higher education / student affairs / academic planning strongly preferred. Preferred experience or demonstrated understanding of financial aid, financial analysis, financial transactions, human resources processes.
  • Must have excellent organizational, managerial, analytical skills and the ability to work with changing priorities and multiple projects in a high-volume environment. Must be able to exercise good judgment, demonstrate solid problem solving and decision-making skills, work under pressure and deadlines without supervision and with full responsibility for given assignments. Must be able to develop, analyze and present comprehensive academic and financial reports.
  • Must have strong organizational, interpersonal, oral and written communication skills, proven customer service focus, demonstrated ability to work as part of a team, and be able to effectively work with and support a diverse student population. Must possess advanced word processing and Excel skills. The ability to exercise discretion and judgment in sensitive and confidential matters is required. Must be able to work with a diverse student body, faculty, and administrators.

Equal Opportunity Employer / Disability / Veteran

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

Applications open: Sep 08 2022 Eastern Daylight Time Applications close:

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