Teachers College - Jobs - Job Details - Academic Secretary

Local 2110
Grade 8

Posting Summary:

The Department of Arts & Humanities at Teachers College, Columbia University, is seeking a full-time Academic Secretary

Job Summary/Basic Function:

The Department of Arts & Humanities at Teachers College, Columbia University, is seeking a full-time Academic Secretary. The Academic Secretary provides essential administrative support across various functions, including program coordination, budget management, and academic support under the direction of the Program Director, Director of Academic Administration, and Program Manager, and reports directly to the Program Manager.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Program Support:

• Maintain accurate and up-to-date records of expenditures in all major program accounts, including program funding, course fees, studio funding, and Myers funding, using shared tracking spreadsheets
• Collaborate with the Department office to process and document faculty professional development expenses, including travel and related purchases
• Process and track all supply and equipment orders for Art Studios, Macy Art Gallery, and Art Ed classrooms in Unimarket
• Provide basic guidance to studio instructors and gallery and studio assistants on ordering supplies and materials through Unimarket
• Process and document check requests and travel reimbursements for students and faculty related to program spending
• In coordination with the Program Secretary, assist in planning and executing program events, including dissertation defenses, gallery exhibitions, graduation ceremonies, alumni receptions, symposia, conferences, etc
• Build and maintain relationships with supply vendors, internal TC offices, Studio Fellows and Assistants, Macy gallery staff, etc.
• Maintain daily working knowledge of all aspects of the Program administrative systems and tasks in order to facilitate a smooth and effective working environment that supports students, staff, faculty, and the broader academic community

Student Support:

• In collaboration with the Program Secretary, maintain accurate and organized student files and degree tracking documents in shared Google Drive folders
• Enter and maintain student information in Degree Audit on guidance from faculty advisors
• Support faculty by acting as a liaison between offices including OTE, ODS, OIS, Admissions, Bursar's, Financial Aid, and Registrar, to ensure that students are on track for certification, graduation, registration, and related milestones.
• Work with the Registrar to update student contact information and current student lists each semester, with support from the Program Secretary
• Coordinate the evaluation and processing of transfer credits (ASRs) through the Transfer Credit Office
• Manage student communications and maintain both digital and physical mailboxes

Admissions Support:

• Respond to inquiries from prospective students and provide accurate and up-to-date information about the Program’s various degree tracks
• Work closely with College Admissions Office on student communication and status updates
• Maintain contact with admitted students to support their transition into the program
• Work closely with the Program Director to track potential student correspondence, acceptances, and related data using shared Google Docs
• Organize new student orientation and communicate advisor assignments to both students and faculty
• Coordinate with faculty to schedule interviews for doctoral students
• Serve as liaison between program faculty and the Admissions Office
• With support from the Program Secretary, schedule individual meetings and campus tours for prospective students
• Work closely with the Admissions Office and Program Director to send follow-up information directly from the Program
• Other Duties as Assigned

Minimum Qualifications:

• High School diploma
• Two years of recent, relevant experience
• Experience in budget management and bookkeeping
• Detail-oriented
• Strong math skills
• Ability to effectively coordinate and communicate with faculty, staff, students, and external vendors
• Ability to exercise independent judgment and make decisions with tact and diplomacy
• Ability to manage and prioritize conflicting demands
• Excellent organizational and time-management skills
• Excellent written and verbal communication skills

Preferred Qualifications:

• Bachelor’s Degree
• Familiarity with Art studio/gallery operations and systems
• Knowledge of Teachers College procedures and experience using the Banner information system

Salary Range:

$30.23 - $30.23 

Work Modality:

Hybrid

Equal Employment Opportunity

Teachers College is committed to fostering an inclusive academic community and to providing equal opportunity in employment. All qualified applicants will receive consideration regardless of race, color, sex, religion, creed, national origin, age, citizenship, disability, marital status, sexual orientation, veteran status, or any other category protected by applicable law.

If you would like to discuss any disability-related accommodations under the Americans with Disabilities Act, or a similar law, related to applying for employment at Teachers College, Columbia University, please email the Office of Access and Services for Individuals with Disabilities: oasid@tc.columbia.edu