Coordinator, Student Affairs (High School & Non-Degree Program)
- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Salary Range: $61,500 - $66,000
Reporting to the Associate Director, Student Affairs (High School & Non-Degree Programs), the Coordinator of Student Affairs for High School & Non-Degree Programs will provide administrative support in the day to day operations of Pre-College and Visiting Student programs. The Coordinator will heavily contribute to purchasing and reconciliation processes, on campus programming logistics, departmental scheduling, inventory management, and the development of student facing program materials.
PROGRAM OPERATIONS (50%)
- Provide space booking support to all full-time and temporary staff for meetings, training, clubs, and events.
- Submit all summer co-curricular space requests in advance of the start of the Summer Immersion Program.
- Review all event contracts received by University Events Management to ensure all bookings are correct and priced as expected.
- Maintain a spreadsheet of all room reservations.
- Manage all catering orders through campus dining, events management, and external vendors.
- Book the university photographer for program events, be on site at events to direct the photographer, organize photos into folders labeled by year and event.
- Keep accurate records of inventory and storage locations and ensure all inventory is neatly organized and labeled in storage.
- Coordinate all facilities requests related to storage, event set-up, and maintenance issues.
- Arrange all external and internal mailing/shipping needs, including packing and mailing items for the Student Life Rewards Program.
- Create all event registration posts in SPS Engage and Eventbrite and provide RSVP updates to all stakeholders involved in event planning.
- Oversee the student ID distribution process for Pre-College and Visiting Student programs and liaise with University ID Center.
- Liaise with external presenters for college, career, and leadership workshops to ensure speakers are aware of event logistics, receive any materials they need for their sessions, have event hosts in compliance with Protection of Minors policies, and technology needs are taken care of.
- Oversee the drafting, revision, and final review of the Pre-College student handbook and the Visiting Student Guide for every session and coordinate publishing with SPS Creative.
- Download an updated roster from Slate on a bi-weekly basis and use it to update all other rosters and mailing lists.
- Other duties as assigned
PURCHASING AND FINANCE RECONCILIATION (20%)
- Purchase general office and program materials in advance of High School Summer Immersion and IBC training.
- Work with external vendors and SPS Creative to order SWAG for Pre-College, IBC, and Visiting Student programs.
- Submit honorarium requests for all external speakers.
- Setup purchasing orders for off campus events and submit invoices for payment post-event.
- Work with finance to get new vendors set-up as needed.
- Support the Assistant Director of Student Affairs in training new staff on finance processes.
- Review all incoming receipts for compliance with finance policies and prepare receipts for processing.
- Reconcile purchasing cards on a monthly basis in the university finance system, ARC.
- Follow-up with staff members who violate a finance policy to provide further training and expectation setting.
- Maintain invoice folders and track all expenditures in a monthly budget spreadsheet.
DEPARTMENTAL SCHEDULING (20%)
- Coordinate all group interviews for the Internship in Building Community.
- Schedule interviews for all open positions and serve as the point of contact for applicants during the interview process.
- Schedule team meetings, new planning meetings, follow-up meetings, and reschedules.
- Input all operational dates and deadlines into Google Calendar.
- Schedule conduct hearings with students and parents as requested by the Director of Student Affairs.
- Bachelor's degree or its equivalent required
- Two years of related experience required
- A resume and cover letter with salary requirements must be submitted to be considered for the position
- Master's degree preferred.
- Experience working with pre-college summer programs preferred.
- Experience working in University or Pre-College residential life preferred.
- Teaching or training experience preferred.
- Excellent communication and interpersonal skills essential.
- Exceptional attention to detail and an ability to perform non-routine work, to work with changing priorities, to manage multiple projects simultaneously, and to work independently required.
- Familiarity with or willingness to learn Slate, CourseWorks, SIS and other systems, applications, and software used by the University and the School.
- Proven ability to work effectively within a collaborative team setting
- Ability to handle confidential information in a mature, professional manner
- Serves in an on-call capacity, year-round
- Very significant evening and weekend work required
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.