Administrative Coordinator

Job Type: Support Staff \- Union Bargaining Unit: Local 2110 Regular/Temporary: Regular End Date if Temporary: Hours Per Week: 35 Standard Work Schedule: Building: Lewisohn Hall Salary Range: 59,000 \- 62,000 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 Under the supervision of the Operations Manager and as a member of the Student Services Operations team, provides administrative, operational, and front\-facing support to the Dean of Students (DOS) Office with a specific focus on supporting Educational Financing operations and student services delivery. Serves as a primary point of contact for students, faculty, and visitors contacting or visiting the DOS Office and assists in the execution of a wide range of student services processes across both General Studies Undergraduate and Postbac populations. Supports core operational functions related to Educational Financing, student onboarding, registration and enrollment services, incomplete and placement exam coordination, student worker operations, and academic records processes. Collaborates closely with the Operations Manager and broader operations and information systems teams to support efficient workflows, maintain accurate records, and contribute to continuous operational improvement initiatives across the student services portfolio. Responsibilities Front Desk and Student Support Serve as the first point of contact for visitors to the Dean of Students (DOS) Office, creating a welcoming, supportive, and responsive environment for students and visitors. Respond to incoming calls and emails to shared DOS and Educational Financing inboxes in a timely, courteous, and helpful manner. Assist with coverage of other Student Services Operations front desks and administrative functions, including the Academic Resource Center and Admissions Office. Educational Financing Support Respond to student inquiries related to Educational Financing processes, requirements, and documentation via phone, email, and in\-person support. Support the Operations Manager with monitoring and coding of financial documents. Conduct outreach to students regarding incomplete or conflicting information as directed. Assist with maintaining reports, procedures, and data tracking within Salesforce, Slate, and related systems to support financial aid operations and critical data exchanges. Provide administrative and operational support for the release of financial aid awards. Support Satisfactory Academic Progress outreach efforts and assist with related tracking and record maintenance. Student Onboarding and Academic Planning Support Support administrative processes related to onboarding new General Studies Undergraduate and Postbac students, including assigning academic advisors, coordinating registration appointments, and distributing student IDs. Coordinate calendars and logistics for new student advising and onboarding activities, including academic planning sessions and virtual events. Collaborate with advising teams on the scheduling, preparation, and execution of academic planning sessions and related student programming. Support administrative processes related to Postbac student pathways, including maintenance of application\-related records, tracking required materials, and coordinating communications related to medical school applications. Registration and Student Records Administration Process registration and enrollment\-related requests, including registration adjustments, withdrawal submissions, major declarations, and reenrollment requests through Salesforce and SIS systems. Review student and advisor submissions for accuracy and completeness and follow up regarding overdue, incorrect, or incomplete requests as needed. Assist the Operational Manager with record\-keeping processes related to academic review scheduling, academic and disciplinary checks, and honor society and Phi Beta Kappa processing. Incomplete and Placement Exam Coordination Support the administration and proctoring logistics for School of General Studies placement exams, including scheduling rooms and entering exam scores into appropriate systems. Work closely with the Operations Manager to support students with incomplete grades, including scheduling exams, securing testing materials, proctoring exams, and coordinating communications with faculty. Operations, Documentation and Administrative Support Oversee the hiring, onboarding, scheduling, training, and day\-to\-day coordination of student workers supporting Student Services Operations functions. Create and maintain documentation to support operational consistency, staff training, and execution of internal policies and procedures. Continuously identify and support operational improvements, including updates to reports, workflows, and administrative processes within Salesforce and related systems. Serve as the primary contact for vendor orders, billing, office supplies, and catering requests related to DOS operations and events. As needed, support the Dean of Students with calendar coordination, room scheduling, event planning, purchasing, travel arrangements, and other administrative needs. * Perform additional duties and special projects as assigned. Minimum Qualifications High school or the equivalent is required. Receptionist, data entry, and PC experience required. Some college preferred. Three years of related experience required. Ability to handle a variety of simultaneous activities, attention to detail, and ability to follow through are a must. Ability to learn, understand, and utilize various technological applications. Good interpersonal, organizational, and communication skills required. Familiarity with Columbia University’s Student Information System (SIS) and the policies of the School of General Studies is highly desirable. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.