Shire Jobs

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $57,941 - $65,000

Position Summary

Reporting to the Associate Director of Admissions, the Administrative Coordinator works as part of Columbia Business School's Enrollment Management team, which is comprised of Admissions, Engagement, Degree Marketing and Financial Aid. This role provides comprehensive administrative support for the daily operations within the Enrollment Management suite and for the many prospective and admitted-student services stemming from Enrollment Management's mission.

The incumbent adheres to established policies and procedures to reach general office operational goals; exercises good judgment, decorum, and discretion in communications with all levels of the University Faculty, administrators, students, and external constituents, as appropriate. The Administrative Coordinator is well versed in Columbia Business School degree programs and specifically understands and can discuss overall school admissions processes.

The Administrative Coordinator should expect to work in the office five days per week.

Responsibilities

Office and Facilities Management

• Acts as primary contact regarding maintenance of the Enrollment office space/facilities. Ensures that Admissions suite remains a clean and welcoming space, coordinating with Columbia University Facilities teams as required.
• Manages department's office orders (supplies/event materials/nametags/business cards) and IT assets (e.g. computers) and works with senior leadership to reconcile purchases. Maintains office supplies.

Event and Meeting Coordination

• Schedules meetings, reserves space and/or orders catering for Enrollment and/or Admissions events/meetings, as directed. Maintain familiarity with the business school's Event Management System and works with the Dean's Office room scheduler staff. Monitors and updates department calendar.
• Provide administrative assistance to the Sr. Associate Dean of Enrollment and/or Assistant Dean of Admissions with organization of special projects.

Application and Student Record Processing

• Processes payments for application fees and admitted student deposits for the MBA, Executive MBA, Specialized Masters, PhD, Deferred Enrollment programs and other future degree programs of the School.
• Processes and verifies student transcripts and test score reports for all current and future degree programs.
• Monitors applications for completeness, notifying applicants regarding any missing required materials.
• Releases decision letters to applicants via department software. Helps create special letters, invoices, and receipts for prospective and admitted students as needed and directed.

Customer Service and Communication

• Responds quickly and professionally to emails, requests, and phone calls from all constituencies and follows-up as necessary to ensure that tasks and conversations are resolved in an appropriate timeframe.
• Serves as a secondary support and resource for day-to-day operations of the front desk and assists and attends high-profile on-campus recruitment events as needed and requested.

Team Collaboration and Compliance

• Works with School's Office of Financial Planning, Information Technology Group, Operations, Office of Student Affairs and other partner offices to accomplish day-to-day tasks.
• Attends team meetings, supports the functions of the Admissions team, and assists with note taking tasks.
• Maintains familiarity with FERPA regulations along with Business School and University resources and policies.
• Performs additional responsibilities as assigned.

Minimum Qualifications

• High School Diploma or equivalent required, bachelor's degree preferred.
• Must have at least 3 years related full-time experience.
• Prior experience with higher education preferred.
• Strong computer skills required, including MS Office applications. The position requires Excel proficiency. Familiarity with Slate a plus. A broad knowledge of web-based systems helpful.
• Experience with event coordination and execution preferred.
• Must be reliable, highly organized, motivated and able to multitask, meet deadlines and excel in a fast-paced, high-volume environment with changing priorities.
• Excellent oral and written communication and interpersonal skills, judgment, and initiative essential.
• Demonstrated ability to uphold the utmost confidentiality required.
• Ability to be flexible and be able to work independently and be a team player.
• Must be able to work with diverse constituencies, including senior-ranking faculty, administrative staff, and students and show a positive and welcoming presence.
• Must live within commuting distance to New York City and have ability to work in-person.