• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $61,500 - $68,500

Position Summary

The Business Operations Specialist provides high-level executive administrative support to the senior staff of the Center for Undergraduate Global Engagement (UGE). The Incumbent is also responsible for providing a wide range of business operations support for UGE activity, events, initiatives and programs.  Additionally, this position supports efforts related to the undergraduate international travel policy.

Responsibilities

Business Operations 

• Assist with the international and local financial activities of assigned programs and initiatives, including, but not limited to, the accurate and prompt processing, verification, and coding of expenses for all invoices, reimbursements, check requests, travel advances, cash deposits, and wire transfers, in Columbia???s financial systems.
• Coordinate with international and domestic vendors and University offices to create profiles in the University???s vendor system.  Provide necessary support and assistance to troubleshoot and complete the process to ensure payments can be processed in accordance with University protocols and policies.   
• Assist in the development, integration, and maintenance of administrative and operational infrastructures to support and advance local and global operations.  
• Collaborate on the direction of the student office assistant program (OA) and the Global Learning Ambassador Program  (GLA).  OA???s serve as the first point of contact for the high volume of individuals interested in global engagement at Columbia.  OAs also support the reception function of the operation.  GLA???s serve as peer advisors and support a range of UGE activities. 
• Work with the Executive Director to create, advance, and continuously refine data focused strategies and resources.  Support the development and maintenance of ad hoc reporting tools to assist and inform a diverse group in decisions regarding budgets, finance, and other business related operations 
• Assist in the development and management of marketing and communication strategy and plan for UGE including content for web, social media, print, and other marketing collateral.  
• Participate in budget and operational analysis and forecasting to identify discrepancies and anomalies, explain variances, and inform planning and decision making
• Provide ground level support for technology, facilities, maintenance, and telecommunication  needs and act as a liaison to the central offices when needed
• Help research trends, best practices, benchmarking, and enterprise optimization for technology, administration, and budget/finance within higher education and international education   
• Support professional development working group on a range of functions, including taking minutes at meetings, identifying opportunities, and coordinating activities/events/venues/vendors. 
• Support the preparation of hiring and appointment paperwork for administrative and academic appointments for global education programs. Maintain accurate appointment files according to University policies and ensure compliance with hiring processes.

Executive Assistance and Support

• Provides high-level executive support, including the strategic and active coordination of a complex calendar and schedule for UGE senior staff
• Initiate, lead, and manage a wide range of operational support to the senior staff of UGE. Responsible for screening calls and visitors               
• Prepares correspondence for the dean(s), meeting notes, minutes, and agendas, special reports and presentations as needed. 
• Initiate/Coordinate extensive local, domestic, and international travel and event for the Dean, senior staff, and visitors, including processing associated reimbursements and managing related follow up with the appropriate departments of the University.
• Work with Columbia College administrators and other University officials to complete projects and activities related to the Dean of UGE.  Play a key role in coordinating events including, but not limited to Ivy Plus Study Abroad Conference, Columbia College???s Board of Trustee meeting in Paris, Columbia???s Study Abroad Fair, UGE Faculty Forum, Annual Retreat, Strategic Planning Meetings, and UGE Board Meetings.
• Work closely and communicate with internal and external constituents including the Columbia College senior staff, UGE senior staff, all levels of University administrators, students, faculty, and staff. Manage complex queries/requests and refer inquiries to appropriate staff for action and reply.

Undergraduate Health and Safety

• Triage incoming requests to create programs and school sponsorship applications for undergraduate international travel

• Track student compliance, through several digital platforms, with Undergraduate International Travel Policy

• Reconcile the health and safety web application with other external applications and lists
• Communicate with program leaders and students if additional information is required and to encourage the completion of requirements

Projects and other duties as assigned. 

Minimum Qualifications

• Bachelor???s degree required and/or its equivalent required. 
• 2 years??? related experience required.
• Background and experience working with complex budgets and financial concepts, preferably in a higher education setting with experience working with international entities.   
• Ability to work independently, highly adept problem solving skills
• Ability to process routine financial and business transactions on a daily basis.  
• Highly organized, attention to detail, proven background managing a high volume of complex work.
• Highly developed and professional communications skills.  Demonstrated ability to handle sensitive information with a high level of confidentiality and discretion.    
• Experience in student databases (like SIS), accounts payable/receivable/billing software, centralized finance/accounting system (like ARC) and student/program applications (like Terra Dotta).  
• Proven background using Microsoft Office Suite (high proficiency in Excel), Google Cloud Applications and familiarity with other web based technology and business solutions.

**Applications submitted without a resume and cover letter will not be considered**

Preferred Qualifications

• Experience inclusive of providing high-level executive assistance and support, including the coordination of complex calendar and extensive international and domestic travel preferred.
• Knowledge of Adobe Creative Cloud and other publishing/graphics software/applications a plus 
• Familiarity with international education and liberal arts curricula a plus

Equal Opportunity Employer / Disability / Veteran

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

About Columbia University

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.

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