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Columbia University Student Affairs Specialist in New York, New York

Job TitleStudent Affairs Specialist

Job Code Title

Job Requisition Number 097021

Department 5218- ENG Biomedical Engineering

Location Morningside

Job Type Officer Full-Time Regular

Bargaining Unit

If temporary, indicate duration

Hours Per Week 35

Job Family Student Affairs

Salary Grade 10

Salary Range

Advertised Summary Job Description Reporting to the Director of Finance and Administration in the Biomedical Engineering Department (BME) within The Fu Foundation School of Engineering and Applied Science (SEAS), and with dot-line oversight from the Academic and Student Affairs Manager, the Student Affairs Specialist is responsible for assigned academic and financial functions within the Department. The incumbent will manage the process for development and execution of BME academic course schedules; provide guidance and direction on this process to faculty, staff, and students. Responsible for student appointments, analyzes and reconciles student financial aid and student accounts and resolves related issues. Manages hiring of casual staff, work-study students, GRA's and TA's, workflow of departmental requests for appointments and promotions, prepares academic postings, student related transactions and monitors and approves time entries. Prepares departmental analytical student, payroll, personnel reports using Columbia's systems (ARC, FDS, FinSys, PAC, SSOL, SDR), both regular reports as well as ad hoc report requests. Manages personnel and financial records. Manages office operations, BME personnel and student directory. Performs other duties and responsibilities as required. Ensures compliance with all applicable university policies.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant Bachelor's degree required. Minimum two years of experience related to academic planning, academic / student affairs or human resources required.

Must have strong organizational, interpersonal, oral and written communication and analytic skills, customer service focus and demonstrated ability to work as part of a team. Must possess advanced Excel skills, including pivot tables and formulas Must be able to work with diverse student population. Must be able to develop, analyze and present comprehensive academic and financial reports. Must be able to work under limited supervision, exercise good judgment, prioritize, work under pressure and deadlines with minimal or no supervision, take ownership and carry out multiple assignments. Must possess a mission-oriented attitude, high degree of personal integrity and ethics, and be trustworthy with sensitive, confidential information.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Special Instructions

Preferred Qualifications Preferred: university work experience; Columbia's policies, procedures and systems (ARC/FinSys/FDS/PAC) experience; accounts payable / purchasing experience; analytical / data-oriented work experience.

Essential Functions (25%) Academic planning. Manages and plans BME academic course schedules: prepares, updates, submits, distributes the Curricular Planning Schedule; is departmental point person and expert user of departmental and university-wide systems and software for academic planning, provides guidance and counsel to BME faculty, staff, students on the process and systems; owns the process of preparing all BME class schedules and classroom assignment; liaises with the Registrar's Office; works with faculty in developing tools for academic scheduling and planning; prepares and submits weekly Courseworks updates; manages the annual BME Bulletin submission. Advises students regarding course registration, offered courses, course updates/requirements.

(20%) Office Management. With limited supervision, will assume operational management of the BME main office, personnel files and time-off records, BME personnel and student directory; maintains BME space database, develops, executes and presents relevant reports; manages Facilities requests; facilitates use of the office shared resources.

(15%) Analysis and Reporting. Prepares analytical financial, personnel and student reports using Columbia's systems (ARC, FDS, FinSys, PAC, SSOL, SDR); maintains financial, personnel and academic records.

(15%) Student affairs and advising. Builds and manages BME student database. Provides advising to and coordinates BME Student Groups (BMES/GoBME/SFB); works with the student leadership on planning and develops budget for group activities;

(15%) Personnel appointments. Manages hiring of casual staff, work-study students and related PAF and TBH transactions. Monitors and approves related time entries; maintains and manages the workflow and tracking system for GFA and requests for appointments, prepares RAPS postings; addresses matters related to visas / immigration with DFA, Business Manager, central School and University offices (ISSO). Manages appointments recordkeeping, staff time-off records. Prepares budgets and monitors actual expenses for assigned personnel categories; manages personal and confidential information.

(10%) Graduate student admissions. Operational management and planning of the graduate student admissions process, logistics, admissions / recruiting events; manages application files and student data; liaises with other admissions personnel and offices within SEAS and University central offices, implements best practices. Develops, monitors, reconciles related budgets.

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:

HIPAA Compliance training required No Response

Participation in Medical Surveillance required No Response

What type of posting? Is this a waiver request? Standard Posting

Requisition Open Date 03-11-2019

Requisition Close Date Open Until Filled

Quick Link

EEO Statement Columbia University is an Equal Opportunity/Affirmative Action employer --Race/Gender/Disability/Veteran.

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

This organization is a federal contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA). The final rules now require contractors and subcontractors to invite applicants to self-identify as protected veterans or individuals with disabilities.

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The information is being requested on a voluntary basis, and will be kept confidential. Refusal to provide this information will not subject the applicant to any adverse treatment, and will not be used in a manner inconsistent with the act.