Assistant Director, Student Affairs Operations in the Office of Student Affairs
Location: New York, New York
Internal Number: 518555
Job Type: Officer of Administration
End Date if Temporary:
Hours Per Week: 35
Salary Range: Commensurate with experience
Reporting to the Director for Student Life and Engagement, the Assistant Director, Student Affairs Operations manages all budget processes and procedures along with departmental operations, and programming administration for the Office of Student Affairs (OSA). The position will track invoices, check requests, process contracts, initiate purchase orders, process expense reimbursements, and assist with all other expense and purchasing functions consistent with University and School guidelines. The Assistant Director will coordinate account reconciliation through developing and maintaining a tracking system, troubleshooting, and problem solving, and will make recommendations for creating the department???s annual budget. Additionally, the position will monitor student organization spending and provide recommendations to Club Advisors regarding best practices.
As an operations specialist, the Assistant Director will manage logistics that contribute to student engagement innovation and a seamless experience for students interacting with the Office of Student Affairs. This role will assist with the operational transition to Manhattanville, strategically managing and identifying operational needs for the Office of Student Affairs. The Assistant Director will work closely with the Director of Student Life and Associate Dean and Dean of Student Affairs, Full-time MBA Programs on various student and team initiatives.
1. Manage the Office of Student Affairs budget from projections through reconciliation. Determine and report monthly spending, make recommendations to office leadership regarding financial monitoring, and prepare, plan, and lead departmental quarterly budget meetings.
2. Manage the accurate and timely expense processing for the Academics and Student Life team as well as the Office of Student Affairs general accounts. Administer expenditure processing from contract origination through payment for all events and programs administered by the Office of Student Affairs.
3. Monitor invoice handling, purchase order processing, and ensure prompt payment to all vendors for all Office of Student Affairs programming, including annual flagship events such as Orientation, Spring Gala, and MBA Recognition. Reconcile with University internal systems on a monthly basis. Proactively resolve inquiries on payment status for internal and external customers.
4. Communicate University and Financial Planning policies and procedures regarding compliance to Academic and Student Life teams and students, and train new Office of Student Affairs staff on budget and operational best practices.
5. Work closely with the Associate Dean and Dean of Student Affairs, Full-time MBA Programs to manage the Dean???s Discretion and Dean???s Affordability programming and initiatives from creation through execution and reconciliation. Including but not limited to: CBS Flex, the Community Engagement Grant, Conference and Community Service Subsidies, ONE CBS Events, emergency funds in crises, and additional Ad-hoc programming.
6. Oversee all Student Life and Engagement production and operations including materials, merchandise, resources, and literature needed for student matriculation through graduation.
7. Serves as the advisor to the Student Government Chief of Staff, hosting regular meetings and providing support and guidance on managing the Student Government budget.
8. Liaise and collaborate with internal and external partners including Operations, University Event Management, Financial Planning Office, Human Resources and approved University vendors for event management, financial administration, operational needs, etc.
9. As a member of the Student Life and Engagement team, work cross functionally with the Advising teams and Academic teams to provide best in class programming and service. Work directly with the Associate Dean and Dean of Student Affairs, Full-time MBA Programs on ad hoc projects, programs, and financial processing.
10. Works with the Associate Dean and Dean of Student Affairs, Full-time MBA Programs to manage the daily operations for the Office of Student Affairs, including: staff meetings, celebrations, office policies, technology and communications needs, and professional development.
11. Lead the OSA strategy and operations for a smooth transition to Manhattanville partnering with OSA leadership and CBS partners.
12. Perform additional duties as assigned by the Director of Student Life or Associate Dean of Student Affairs or Senior Associate Director of Strategic Initiatives.
Bachelor???s Degree and/or its equivalent required. Minimum 2-4 years related experience required.
Applicant must have superior interpersonal, organization, and presentation skills along with the ability to work in a fast paced, high stakes atmosphere while balancing multiple, competing priorities. Prior budget reconciliation/reporting experience required. Candidate must be a proactive problem solver with the ability to work independently and collaboratively in a diverse and inclusive team and student environment. The position requires an exceptional professional demeanor and ability to deliver superior service to key stakeholders, vendors, and partners. The aptitude to exercise discretion and judgment in confidential financial matters is required. Computer proficiency in word processing, database management, Excel, and other budgetary systems is essential.
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.