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HERC: Metro New York & Southern Connecticut Associate Director, Administration & Planning in New York, New York

Employer Name: Columbia University

Job Type: Officer of Administration Bargaining Unit: Regular/Temporary: Regular End Date if Temporary: Hours Per Week: 35 Salary Range: Position Summary The Center for Career Education (CCE) helps undergraduate students and alumni develop the key competencies necessary to make informed decisions and take the necessary steps to achieve their career goals. The Center establishes connections and facilitates interaction among students, alumni, employers and organizations to generate opportunities that help students pursue their personal and professional objectives. CCE serves students in Columbia College, The Fu Foundation School of Engineering and Applied Science, School of General Studies and collaborates with the Career Centers in the other schools at Columbia University and its affiliated institutions. Responsibilities Support the Director of Operations in the management of the daily administrative and financial operations of the department and compliance with University operating policies and procedures. Lead the administration and logistics of Columbia?s undergraduate funding programs: the Work Exemption Program, the Columbia College Summer Funding Program and the Columbia Engineering Internship Fund. Manage the application processes, committee review work, award distribution, post-application processes and reflection project review. Manage all stipend processing and ensure compliance with CU policies. Counsel students on funding program options, share resources and lead virtual and in-person workshops on funding opportunities. Serve as subject matter expert on Columbia?s undergraduate funding programs, conducting presentations. Document policies, procedures and workflows. Work closely with Columbia College Information Technology to support the work of the Funding Programs via Salesforce. Liaise with the Office of Financial Aid and Education Financing to coordinate each semester's review process. Manage communications from students, employers and faculty. Collaborate with partner offices such as Alumni Affairs & Development, Columbia College Dean?s Office, SEAS Dean?s Office and Admissions to communicate programmatic and financial information, match donors and ensure stewardship of donor funds. Analyze program data and prepare financial reports, program summary reports, donor reports and other reports as requested. Conduct reviews each program semester of funding program processes to inform future program decisions. Strategically market CCE funding programs to undergraduate students, including the development of web content. Work with the Director of Operations to strategize about continuous process improvements and development of the undergraduate funding programs. Support the financial operations of the department by leading revenue collection efforts for CCE recruiting activities. Reconcile payments and process funds transfers on a regular basis. Manage the tracking of revenue collection by collaborating with Administration & Planning Coordinators to ensure the timely invoicing of a high volume of employers, review and update the master revenue sheet monthly and work with the Employer Relations team to collect past-due payments. Provide guidance to the Administration & Planning Coordinators when processing financial transactions. Liaise with the Procurement office and process purchase orders. Assist Director of Operations with quarterly and year end closing of all CCE budgets. Perform monthly reconciliation of all CCE accounts and other financial reporting as requested. Lead efforts to streamline and operationalize CCE's internship program logistics including, disciplinary checks and stipend payment processes. Manage CCE's facilities by responding to facilities related issues, liaising with Public Safety, assisting with facilities upgrade projects, ensuring upkeep and maintenance of CCE offices, furnishings, phones and common areas. Hire, train and supervise undergraduate and graduate student staff/ to provide administrative and customer service support including student staffing of the front/help desks. Work with Director of Operations to plan student staffing needs, determine available budget for annual program and further develop the program. Participate in Administration & Planning team project work and attend weekly team meetings and biweekly staff meetings. Collaborate with CCE staff to provide successful and efficient daily operations. Participate in various CCE project management teams as required. Serve as a liaison to various academic, student and administrative committees and offices within the university, as assigned. Perform other related duties as assigned. Minimum Qualifications Bachelor's degree and/or its equivalent required. A minimum of 3 years of related experience required, preferably in University administration. Demonstrated ability to provide critical assistance to senior administrators. Experience building and maintaining relationships within a higher education environment, ability to collaborate with other units on campus essential. Must be detailed oriented, accurate and have demonstrated analytical skills. Excellent oral, written, organizational, and interpersonal skills required. Must be able to handle confidential information with exceptional judgment and discretion. Must be capable of working independently, as well as collaboratively, and take a proactive approach and anticipate senior management's needs. Must be able to identify priorities within multiple assignments in a pressured, short-deadline environment, while maintaining diplomacy and efficiency. Excellent client management skills, along with high level of competency with reporting, organization and administrative skills necessary. Applications submitted without a resume and cover letter will not be reviewed Preferred Qualifications Master's degree in a relevant discipline preferred. Experience in grants management including workflow development, committee management, and software or CRM systems familiarity such as Salesforce. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.