Reporting to the Executive Director and the Associate Director of Career Services, the incumbent provides comprehensive administrative assistance to the SIPA Office of Career Services (OCS) and assists with coordinating many aspects of its operation which serves a student population of over 1300. Among many other tasks, the Administrative Assistant directs students, alumni, employers and visitors to appropriate resources, provides guidance on navigating SIPA and University policies and procedures, processes academic requirements, serves as a liaison between OCS and other SIPA units, and trains and oversees student workers.
Acts as the first point of contact in the office for all incoming student, alumni, inter-departmental, and employer inquiries by managing two general email inboxes and the main office phone line. During busy periods, incoming emails ranging from a wide variety of requests can reach 50+ per day. Requests may be complicated in nature and require research and experience.
Processes academic requirements for a student population of approximately 1300. This includes the mandatory internship program and professional development course. The incumbent instructs students on how to successfully complete the requirements or waiver forms, compiles paperwork from a multi-tiered process, issues grades in SSOL and uploads internships reports into the student-facing Internship Directory on SIPAlink.
Acts as a direct liaison between students and the International Students and Scholars Office (ISSO). Reviews eligibility requirements for Curricular Practical Training (CPT) and assists with work authorization for international students, escalating related questions to ISSO as needed.
Tracks student engagement and assists the Associate Director in devising metrics and thresholds to monitor office???s outreach success throughout the academic year. Assists with coordinating and reporting employer data.
Maintains the Executive Director???s calendar and prevents scheduling conflicts.
Reconciles monthly AMEX corporate card statements and submits Travel and Business Expense Reports (TBER) through the Concur system on behalf of the Executive Director.
Manages, purchases, and stocks all office supplies.
Updates and maintains the career education library (print and virtual copies).
Posts jobs and internships to the online database.
Provides students with immediate technical support for the office???s virtual resources (including SIPAlink, the Internship Database, VMock, etc).
Creates and hosts community / team-building activities for 20+ student staffers and employees, such as social hours and wellness check-ins.
Drafts internal and external communications, including letters, memos, announcements, and reports.
Assists with coordinating meetings, conferences, and appointments as directed.
Maintains the office filing system, postage and mailings.
Performs other related duties as assigned.
High School diploma or its equivalent required. Two years of related office experience required.
Must have excellent interpersonal, organizational and oral and written communications skills.
Must be proficient in using computers and substantial experience with computer programs, including MS Office applications, Word, Excel, and PowerPoint, is required.
Must be highly organized, motivated, and able to balance multiple demands while remaining calm under pressure.
Must have excellent judgment, and be reliable, responsible, flexible and a team player.
Bachelor???s degree strongly preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.