Administrative Assistant

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $58,000 - $62,000

Position Summary

Reporting to the Executive Director and the Associate Director of Career Services, the incumbent provides comprehensive administrative assistance to the SIPA Career Advancement Center (CAC) and assists with coordinating many aspects of its operation which serves a student population of over 1300. Among many other tasks, the Administrative Assistant directs students, alumni, employers and visitors to appropriate resources, provides guidance on navigating SIPA and University policies and procedures, processes academic requirements, serves as a liaison between CAC and other SIPA units, and trains and oversees student workers.

At SIPA-the world's leading school of global policy-we are committed to diversity, equity and inclusion. We work to cultivate these values in our practices, programs and policies. We aim to create a workplace that is welcoming and celebrates the unique lived experiences of all our staff, students and faculty. We are particularly interested in candidates who can contribute to the diversity and excellence of the School. Applicants are encouraged to include information in their cover letter about how they will further this goal.

Responsibilities

• Acts as the first point of contact in the office for all incoming student, alumni, inter-departmental, and employer inquiries by managing two general email inboxes and the main office phone line. During busy periods, incoming emails ranging from a wide variety of requests can reach 50+ per day. Requests may be complicated in nature and require research and experience.
• Processes academic requirements for a student population of approximately 1300. This includes the mandatory internship program and professional development course. The incumbent instructs students on how to complete the requirements or waiver forms successfully, compiles paperwork from a multi-tiered process, issues grades in SSOL, and uploads internship reports into the student-facing Internship Directory on SIPA link. Assists with administrative processing of summer internship stipends.
• Acts as a direct liaison between students and the International Students and Scholars Office (ISSO). Reviews eligibility requirements for Curricular Practical Training (CPT) and assists with work authorization for international students, escalating related questions to ISSO as needed.
• Tracks student engagement and assists the Associate Director in devising metrics and thresholds to monitor the office's outreach success throughout the academic year. Assists with coordinating and reporting employer data.
• Maintains the Executive Director's calendar and prevents scheduling conflicts.
• Reconciles monthly AMEX corporate card statements and submits Travel and Business Expense Reports (TBER) through the Concur system on behalf of the Executive Director.
• Manages, purchases, and stocks all office supplies.
• Updates and maintains the career education library (print and virtual copies).
• Posts jobs and internships to the online database.
• Provides students with immediate technical support for the office's virtual resources (including SIPA link, the Internship Database, VMock, Big Interview, Interstride, etc.).
• Creates and hosts community / team-building activities for 20+ student staffers and employees, such as social hours and wellness check-ins.
• Drafts internal and external communications, including letters, memos, announcements, and reports.
• Responsible for coordinating meetings, conferences, and appointments as directed.
• Maintains the office filing system, postage, and mailings.
• Performs other related duties as assigned.

Minimum Qualifications

• High School diploma or its equivalent is required. Two years of related office experience is required.
• Must have excellent interpersonal, organizational and oral and written communications skills.
• Must be proficient in using computers and have substantial experience with computer programs, including MS Office applications(Word, Excel, and PowerPoint) and G-Suite programs (Gmail, Drive, Sheets, Docs) is required.
• Must be highly organized, motivated, and able to balance multiple demands while remaining calm under pressure.
• Must have excellent judgment, reliable, responsible, flexible, and a team player.

Preferred Qualifications

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  Bachelor's degree is strongly preferred.

  
  

Equal Opportunity Employer / Disability / Veteran

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