CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Regular/Temporary: Temporary
• End Date if Temporary: 6 months
• Hours Per Week: 35
• Salary Range: $60,000 - $60,000

Position Summary

Reporting to the Associate Director of Faculty and Curriculum Pre-College Programs (Associate Director), the Specialist plays a key role in maintaining the current instructor and curriculum portfolio of Pre- College Programs within the School of Professional Studies (SPS), as well as in the operationalization of initiatives and new programs.

The current portfolio includes multiple short-term intensive programs open to high school students, grades 9-12. Programs are offered year-round in the summer, fall, and spring semesters. Summer program enrollment totals approximately 5,000 students in online, campus, and residential formats. Fall and spring programs are offered on weekends with enrollments topping approximately 1000 students.

Working closely with other members of the Pre-College team and liaising with other departments in the shared services model of the School, the Specialist partners with departments such as: Faculty Affairs, Student Life, Finance, Human Resources, Event Management, Website, Registrar, among others. The Specialist is also responsible for the coordination of instructor hiring and the related administrative processes for the Pre-College Programs’ portfolio.

Responsibilities

Course Management

• Working with the Associate Director and the Office of the Registrar, create, update, and maintain course schedules and classroom assignments through Course Management and other portals
• Partnering with the Associate Director, manage the quality control process for approximately 350 courses throughout the academic year as they are loaded into the university course database system and confirm they are accurate on the course schedule, website, and Directory of Classes
• Working with the Office of the Registrar, troubleshoot and coordinate classroom-related issues, which include submitting classroom reservations for one-off events and activities, requesting classroom reassignments when necessary, and reviewing classroom assignments to ensure classroom capacities and seating structures meet course requirements.

Instructional Support

• Manage the Pre-College alias email and Pre-College Zendesk support site, which includes answering instructor inquiries and processing or delegating requests to the seasonal instructional support team
• Manage requests for support to the seasonal instructional support team, including the coordination of instructional materials and course packets
• Manage the collection of course syllabi for each term and review each submission to ensure they abide by Pre-College Committee on Instruction (COI) approved standards (follow approved template, assignments are listed clearly and learning objectives are clearly outlined)
• Coordinate with members from the Team for Instructional and Pedagogical Support (TIPS) to connect instructors with TIPS team members for pedagogical assistance, which includes consultations, syllabi review, specialized training events, and related tasks.

Instructor Hiring & Recruitment

• In coordination with the Assistant Director and Faculty Affairs, update and maintain the annual hiring database with instructor appointment details, including personal information, compensation rates, and other sensitive information for over 350 appointments annually
• In coordination with the Assistant Director, ensure all instructional hires undergo mandatory background checks and other related requirements, including Protection of Minors (POM) and Anti-Harassment and Discrimination training as University policy dictates; this includes communicating University policies to instructional hires, registering instructors for required training, tracking compliance, performing outreach to non-compliant persons and escalating issues to departmental leadership when needed
• In coordination with the Senior and Associate Directors, develop and aggregate instructor review documentation to inform rehire decisions and recommendations for professional development
• In collaboration with the Senior and Associate Directors, develop and execute instructor availability surveys and assist with scheduling decisions and course appointments
• At the direction of the Senior and Associate Directors, assist in record keeping of the Instructor Master Sheet and ensure quality control over all records, which include historical compensation rates, instructor education records, curricular assignments, and other relevant information
• In Coordination with academics leadership and the Recruitment Department, assist with the instructional recruitment process, which includes: the preliminary review of instructor applications by reviewing for minimum qualifications, organizing CVs and teaching evaluations, sending email communications related to the interview process, scheduling interviews, and assisting in the creation and distribution of recruitment materials and communications
• In Coordination with academics leadership and the Recruitment Department, assist in the preliminary review of Teaching Assistant applications and distribute qualified candidate information to instructors for continued review.

Events & Communications

• Serve as the first point of contact for requests and queries from departments and instructors
• Execute programming event logistics including symposiums, instructor speaker series, instructor orientations, instructor spotlight series, and any other events the program manages
• Distribute instructor-oriented announcements and information
• Assist with the program website, including quality control, reviews, creating and maintaining course description pages, among other related tasks
• Assist with creating training materials for facilitators and instructors.

General

• Coordinate with the Operations team to ensure instructors have completed their student letters of evaluation and initiate follow-up and support to instructors when necessary
• Serve as a liaison between instructors, Student Affairs, and the Office of the Registrar to ensure students registered with the Office of Disability Services are properly supported within the classroom
• Serve as a liaison between instructors, Faculty Affairs, and the Office of Disability Services to ensure instructor needs are properly met within the classroom; this includes ensuring assigned classrooms meet accessibility requirements, ID access permissions are properly assigned, and other related tasks
• While programs are in session, assist in troubleshooting instructional and academic issues, including but not limited to emergencies, illness-related absences, field trips, guest speakers, and general instructional support, etc.
• In coordination with the Senior, Associate, and Assistant Directors, oversee a team of seasonal Coordinators during the summer term to ensure they are provided with the training, support, and resources needed to execute their assigned responsibilities
• Perform other duties and special projects as assigned or requested.

Minimum Qualifications

• Bachelor's degree and/or equivalent related experience required
• 0 - 2 years related experience.
• A resume and cover letter with salary requirements must be submitted to be considered for the position

Preferred Qualifications

• Experience in academic program administration with preference given to candidates with experience working with Pre-College programs
• 1 - 2 years of related experience

Other Requirements

• Excellent communication and organizational skills and exceptional attention to detail essential
• Ability to manage multiple projects simultaneously, capacity to adapt quickly to changing circumstances, and ability to perform non-routine work required
• Strong leadership and interpersonal skills required
• Computer literacy required, including use of MS Word, Excel, and other software as it becomes necessary and available

Equal Opportunity Employer / Disability / Veteran

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