Assistant Director in Decision, Risk, and Operations
Location: New York, New York
Internal Number: 530318
Job Type: Officer of Administration
End Date if Temporary:
Hours Per Week: 35
Salary Range: Commensurate with experience
Reporting to the Director of Academic Administration, the Assistant Director will manage operations and division processes for faculty searches, post-doctoral scholar searches, and PhD support, including understanding the Provost???s Office and EOAA guidelines for searches and will assist with support staff timekeeping and scheduling. The Assistant Director will work closely with the division faculty, staff and students and will assist faculty with student hiring and timesheet approval, as needed. This individual will respond to all inquiries in a timely and efficient manner and exemplify the customer service values and standards representative of Columbia Business School. The Assistant Director will work independently and will need to exercise discretion, tact, and professionalism, particularly in acting as a liaison with certain high-level key internal and external constituents.
Develops and independently manages an organized spreadsheet tracking system for scheduling details and implementing the annual IEOR-DRO Seminar Series and Brown Bag Seminar Series and serves as the Business School liaison with the formal speakers, manages all production and execution for the seminar. Works closely with HR if visiting faculty appointments are needed, and the Financial Planning Office to secure honorariums as needed; must comply with University policies and procedures.
In conjunction with the Director of Academic Administration, manages all aspects of the full-time faculty search process by providing assistance with the various search committees including writing ads and placing in the appropriate journals and publications, managing applications, and coordinating search committee meetings. Supports the Director of Academic Administration with candidate visit scheduling and hosting. Works with the Dean???s office on implementing procedures to ensure that the search process complies with University???s affirmative action guidelines.
Manages and distributes the divisional events calendar and schedules faculty meetings as needed. Works with the Director of Academic Administration, divisional staff, and divisional faculty to coordinate and execute midterm and final exams.
Works closely with faculty, management and human resources to on-board students and verify hiring documents and will approve timesheets, as needed.
Actively involved in the preparation of confidential documentation related to divisional tenure cases, internal and external.
Works in conjunction with the Director of Academic Administration to assist with the administrative assistant support staff; ensure office coverage is met and administrative staff are following their schedules and timesheet entries are timely.
Manage and maintain the floor display/monitor weekly using online software and PowerPoint to ensure division and visitors are aware of schedule of activities, awards, and other key information for the department. Liaison with Marketing and Communications, as needed.
Works with the Director of Academic Administration and other key stakeholders to manage the Division???s PhD Program activities for doctoral students. Works closely with Faculty to manage the collection of the annual PhD faculty feedback; creates and maintains surveys using Qualtrics, collecting data; communicating with both the students and the faculty and setting up one on one meetings.
Independently manages the workflow for daily operations of the Center, ensuring that classroom materials are updated and maintained, faculty website publications and subscriptions are renewed and circulated, and reviews current processes for improvement and efficiencies.
Maintains tracking system for faculty and student reimbursements, invoices, and other miscellaneous divisional charges, and ensures that all payments are addressed in a timely manner.
Manage production work around guest speakers for management classes and serves as a backup for course management database (Canvas) related work. Coordinates pre-event and post-event production tasks, making sure that quality and brand standards are being met related to conferences, symposia, lectures and other events.
Works with the Director of Academic Administration in various functions, works on additional projects as assigned and shares in the responsibilities of other staff members as a flexible team player.
Performs other relevant duties as needed and assigned.
Bachelor's degree and/or its equivalent required. Minimum of 2 years??? related experience required.
Must have demonstrated external facing customer service experience and the ability to work independently under pressure in a fast paced environment responding to many types of issues at any given time. It is required to have proficiency with Microsoft Office, including Excel, Powerpoint, Word and Outlook. The incumbent will be a self-sufficient, motivated, efficient, punctual, team member, with exceptional attention to detail and superb communication skills as this individual will work closely various high-level constituents. The incumbent must exercise tact and discretion when interacting with faculty, students, administrators, as well as leaders in academia, business, and government. Will be able to able to function independently in the role, exercising discretion, flexibility, and good judgment. Must be a proven team player, able to work cooperatively in small groups as well as independently with changing priorities and multiple responsibilities. Some early morning and evening work is required.
2+ years related experience in program and event management and planning preferred. Familiarity with web programming a plus.
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.