- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Salary Range: $60,000 to $70,000
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
Reporting directly to the Chair, this role will work with the Chair on management of resources and communications including planning business meetings, faculty meetings, and other related events. This role will serve as a high-level officer while engaging as an operational partner that provides academic management to the Chair of the Department of Computer Science. This role manages the day-to-day operation affairs of the department of Computer Science, while managing the initiation, planning, and execution of academic affairs.
Responsibilities
- (30%) Works with the Chair of the Department of Computer Science in managing the day-to-day affairs of the department including:
- Responsible for managing daily operational, financial, and/or compliance activities including refining departmental plans, academic projects, objective calendars, timelines, and deadlines; including managing the accountability and deliverable efficiencies with the Department Chair. Acts as a liaison between the Chair’s Office and the other members of the department, including particularly the directors of the main branches of the staff and the faculty, as well as between the Chair’s Office and the Dean’s Office.
- Responsible for the management and implementation of logistics and technical support for meetings, workshops, and other virtual, hybrid, and in-person events/activities.
- Implements and manages a variety of highly sensitive and/or confidential academic and faculty related documents. Ensures that all documents associated with current local, state, & federal regulatory guidelines, requirements, laws & research protocols are completed in a timely manner.
- Organizes and analyzes materials for presentations for various committee meetings, including data from both faculty and other members of the administrative staff. Assesses needs, tasks, and risks; recommends and implements changes to improve workflow.
- Manages costs and confirms compliance with University procurement requirements through detailed review of invoices, change orders, etc. including travel procurement budgetary expenses using financial systems such as Concur, as it relates to the Department Chair.
- (35%) Responsible for organizing and archiving information for reviews and promotion processes of faculty and other scientific staff, including annual reports, updated CVs, and course evaluations.
- Reports on faculty project status while working with the Chair and Vice Chair on multiple implementation processes for faculty reviews and/or promotions; responsible for formatting, proofreading, logging, and submitting the dossiers for tenure reviews, faculty appointment and promotions, and lecturer letter reviews; Liaison with the Dean’s Office to exchange documents through online systems like Interfolio or equivalent.
- Serves as an interdisciplinary team member while working across various members of the department such as the Director of Finance and Administration and the Academic Affairs team in managing and compiling the data from the annual faculty-evaluation survey and preparing the material for the Chair’s presentation on the annual faculty evaluation.
- Analyzes, evaluates & interprets preparation and delivery of personal and confidential documents including annual faculty salary letters, offer letters, appointment letters, and memos.
- (25%) Manages all Faculty Affairs-related events, both in-person and virtual events, within the Department (i.e., faculty meetings, committee meetings, conferences, retreats, graduation events, etc.). Event coordination and logistics include physical and virtual meeting set-up, communications, food and beverages, and materials preparation. Oversees and manages the department calendars, the scheduling of departmental events, and the assignments of the conference rooms.
- Develops and oversees agendas and related documents for the various faculty meetings, in collaboration with the Chair and Vice Chair as well as, possibly, other faculty and staff. Coordinates, evaluates and interprets voting procedures and departmental processes as needed.
- Manages the process of inviting speakers for department colloquia (e.g., distinguished lecture speakers, faculty candidates), including the creation and distribution of itineraries, scheduling, providing travel logistics, assisting with travel-expense reimbursements, etc. Serves as the liaison between the department and department visitors and Chair’s guests in a welcoming and professional manner; serves as an informational resource to the department and the visitors.
- (15%)Management of data including various departmental mailing lists of faculty and administrative staff.
- Assists with research and writing and editing white papers, reports, and other communication materials, including visual aids. Participates in writing and reviewing reports and other documents as needed. Coordinates departmental communication of the chair and vice chair (event invitations, announcements, newsletter, social media, etc.).
- Works with the Chair, Vice Chair, and CRF Director in the updating of the department website content and digital displays.
- (5%) Other special projects as assigned.
Minimum Qualifications
- Bachelor’s degree and/or its equivalent is required with a minimum of 2-3 years of experience. Upholding a professional attitude and demeanor in difficult situations.
- The individual in this position will work in a self-directed manner exercising excellent prioritization, communication, and customer service skills. The position must possess the ability to successfully manage competing and changing priorities. An individual with solid business/academic/clinical administrative skills, a commitment to excellence, and the ability to work effectively in a fast-paced, technical, and evolving environment will thrive in our department.
- Skills and experience in functioning in a modern office environment. Proficiency with Microsoft Office and Google Workspace software applications Strong organizational, interpersonal, oral, and written communication skills. Willingness to learn the roles and responsibilities and provide backup support. Ability and willingness for heavy communication with faculty, students, and industry leaders. Demonstrated skills that support financial transactions such as purchasing, travel, and expense reimbursements. Excellent writing skills as well as good analytical and mathematical skills.
- Maintains discretion and the highest professional standards while working with confidential information.
Preferred Qualifications
- Knowledge of Columbia policies and procedures. Prior experience in an academic environment is highly preferred. .
- Knowledge and experience in business administration with an emphasis on relationship development, process implementation, and process improvement is highly desirable. Research administration experience is a plus.
- Patience, diplomacy, tact, and the ability to function effectively vis-à-vis a broad constituency are important.
- Positive, forward-thinking, mission-oriented attitude and a sense of humor are a must.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Commitment to Diversity
Columbia University is dedicated to increasing diversity in its workforce, its student body, and its educational programs. Achieving continued academic excellence and creating a vibrant university community require nothing less. In fulfilling its mission to advance diversity at the University, Columbia seeks to hire, retain, and promote exceptionally talented individuals from diverse backgrounds.