- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Building: Avery Hall
- Salary Range: $66,000 - $78,200
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
Reporting to the Program Director of the Urban Design (UD) Program of the Graduate School of Architecture, Planning and Preservation (GSAPP), the Assistant Director is responsible for managing the daily activities of the program. Manages a wide range of academic, administrative and financial matters to ensure compliance with University and GSAPP policies and procedures. Serves as the program’s main liaison to University administrative offices, faculty, students, alumni, and the general public. Collaborates with University and GSAPP departments/offices to ensure the smooth operation of the program.
Responsibilities
Program Administration: (15%)
a)Working closely with the Program Director and Senior Associate Dean for Administration and Faculty Affairs, oversees the administrative and human resources functions of the Urban Design Program including assisting the Program Director in determining personnel and addressing faculty concerns.
b)Works closely with the Senior Associate Dean for Administration and Faculty Affairs to explain University benefits and policy and in the processing of documentation and the administration of faculty, staff, and student appointments.
c)Responsible for casual and support staff compliance with University human resources policies, e.g., staff oversight, timesheet submissions, time off requests, etc. Trains and manages workload for support staff and student workers. In consultation with the Program Director, assigns tasks to the Administrative Assistant.
d)Prepares all program materials for duplication and internal online circulation, from program outline to faculty curriculum materials. Works closely with the Program Director and faculty to oversee material production and circulation within scheduled deadlines.
e)Assist students with GSAPP course registration. Working with the Associate Dean of Student Affairs, ensuring that all UD students take required courses. In consultation with UD faculty, monitor and report to the Program Director on student progress at mid-term. Maintains regularly scheduled weekly office hours and should be responsive to student questions on a range of topics.
f)Assists with graduation issues and logistics. Works with the Program Director and Associate Dean of Student Affairs, to certify successful student completion of all courses required for UD degree.
g) Works with the Program Director, Administrative Assistant, faculty, and teaching assistants to manage all aspects of student course-related travel. This includes working with ISOS for all students and faculty and ISSO for non-US students.
Budget: (15%)
a)Under the direction of the Senior Associate Dean of Administration and Faculty Affairs, is responsible for preventing overdrafts, recommends level of spending, works with the Finance Office in resolving financial problems, maintains financial reporting and control systems, monitors program expenses, and oversees compliance with University and GSAPP policies and procedures.
b)Serves as the main point of contact for faculty and is the liaison between UD faculty and Finance. Be familiar with the University’s CONCUR and PaymentWorks programs for reimbursable and honoraria in order to supervise the Administrative Assistant working with these programs.
Admissions: (15%)
a)Working with the Director of Admissions and Financial Aid and staff, coordinate admissions process for the UD program, manage application readers and admissions database via SLATE program used by GSAPP. Coordinate admissions decisions with the Program Director.
b)Open House events (Fall and Spring): coordinating with the Director of Admissions and Financial Aid and staff, Communications Staff and Program Director, manage participation of UD students, alums, and faculty for prospective student and admitted students' events.
Career Services: (15%)
a)Works closely with the Program Director and Career Services to assist with the organization of career counseling and to organize career education workshops (job or internship search strategies, interviewing skills, resume, and cover letter writing, networking, etc.) tailored for the needs of Urban Design students.
b)Working with the Program Director and faculty, establishes and maintains relationships with prospective employers, including alumni, to encourage the hiring of students. Works with Career Services and the Development and Alumni Offices to keep their database of Alumni speakers, mentors, and contacts up to date where possible.
c)Works with Career Services Office to organize recruitment events with prospective employers at the Program level.
d)Working with the Program Director and Career Services to create communication strategy (that may include newsletter, weekly email, listserves) to post and advertise employment opportunities (full-time and part-time) as well as career-related information.
Communications: (15%)
a)Under the direction of the Director of Communications and Program Director, works with GSAPP’s Communications Office to ensure consistent messaging and outreach including website presence of the MSAUD Program.
b)Maintains and supervises the Administrative Assistant for communications with all students and faculty to ensure class and program activity is shared.
c)Working with the Program Director, organize twice-yearly program newsletter that includes information and updates about studio, seminar, and faculty activities.
Alumni Relations: (10%)
a)Organize twice-yearly program newsletter that includes information and updates from alumni about their activities (this is also part of career services information).
b)Under the direction of the Assistant Directors of Alumni Relations and Alumni Fund, assists with the Urban Design alumni engagement, events, and cultivation.
Events: (10%)
a)Working with the Program Director, works collaboratively to manage Urban Design event planning and coordinate with communications, rooms, event management, and AV staff.
Other duties as assigned/requested. (5%)
Minimum Qualifications
- Bachelor’s degree and/or its equivalent required. Three to five years of relevant experience is required. Must have excellent written, oral, and interpersonal skills. Must be able to function independently and exercise discretion and good judgment about sensitive and/or confidential issues. Ability to work under pressure and with changing priorities and deadlines and a large volume of detailed information required. Proficient in Microsoft Office Suite.
- Some evening and occasional weekend work is required.
Preferred Qualifications
- Master’s degree preferred.
- Work experience in the field of Urban Design is preferred. Work experience in an academic setting is highly desirable.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.