Columbia University Administration and Planning Coordinator in New York, New York

Job TitleAdministration and Planning Coordinator

Job Code Title

Job Requisition Number 095631

Department 4561- CCO Center for Career Educ

Location Morningside

Job Type Support Staff Full-Time Regular

Bargaining Unit Local 2110

If temporary, indicate duration

Hours Per Week 35

Job Family Administrative Support (2110 Only)

Salary Grade 9a

Salary Range Minimum Salary: $49,981

Advertised Summary Job Description The Center for Career Education (CCE) helps undergraduate, graduate 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.

Responsible for assisting with financial transactions and operational management of the Center for Career Education (CCE) in a team based environment. Process all financial transactions (invoices, TBERs, vouchers, requisitions, etc.), determine and prepare the required forms, and choose the appropriate chart string in ARC. Process check deposits in FinSys and journal entries in ARC. Reconcile P-Card transactions. Assist with the maintenance of the CCE filing system for financial transactions, back up documentation and other business related documents. Liaise with the University's Accounts Payable, Purchasing and other financial departments and with external vendors to resolve any issues with payments or financial transactions. Assist with invoicing high volume of employers participating in CCE recruiting events. Reconcile payments and process funds transfers on a regular basis. Coordinate submission of student casual employee new-hire paperwork. Meet with casual student payees and process forms required for payroll set-up. Process payroll for CCE's undergraduate and graduate student staff. Serve as CCE's liaison to University Payroll Processing and resolve payroll issues. Maintain casual personnel files and payroll processing confirmation reports. Assist with other financial processing as requested.

Assist with providing outstanding client service by acting as an information resource for visitors to the Center including students, alumni and employers. Spend a portion of the day staffing the Center's front and/or help desk, responding to in-person, phone and email inquiries. Maintain the professional appearance of the lounge area where students and alumni await their career counselors and interviewers. Support CCE's career counseling team by troubleshooting scheduling issues within CCE's online scheduling system; generating reports from CCE's client relationship management system; coordinating room set-up and check-in for on-site events; scheduling career counselors for drop-in appointment slots, late night career counseling, and academic year workshops; and other related tasks. Manage staffing of front desk/help desk by working with CCE's student staff employees. Participate in recruiting student staff annually and assist with training student staff in front desk/help desk operations. Work with the Director of Operations to document and improve front desk/help desk operations and support services for CCE's career counselors.

Provide support to the CCE staff with logistical issues such as operations management, procedural issues, Facilities inquiries. Public Safety requests from CCE staff for card swipe access and security guard service; ordering supplies and maintaining inventory; Dossier Service inquiries; and serving as the first point of contact for CCE staff on a wide range of financial and administrative issues and guiding them to resolution. Support the administration and logistics of the summer funding programs. Help support the Center's communication strategy and event management work as needed. 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. Demonstrate a willingness to assist when needed. Perform other related duties as assigned.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant High school diploma or equivalency certificate required. Minimum of three years related experience and excellent organizational skills (or equivalent combination of education and experience).

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant Attention to detail and accuracy required. Excellent written, oral communication and interpersonal skills required. Must possess ability to work independently and manage daily interactions with students and alumni with minimal direction. Must have discretion to handle confidential financial and personnel information. Must be able to multi-task and provide professional and effective client service in a demanding, high-traffic environment.

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

Special Instructions

Preferred Qualifications College degree preferred. Experience with fiscal processing and office operations preferred. Experience in database management, spreadsheet reporting and word processing.

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:

HIPAA Compliance training required No Response

Participation in Medical Surveillance required No Response

What type of posting? Is this a waiver request? Standard Posting

Requisition Open Date 11-13-2018

Requisition Close Date Open Until Filled

Quick Link

EEO Statement Columbia University is an Equal Opportunity/Affirmative Action employer --Race/Gender/Disability/Veteran.

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

This organization is a federal contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA). The final rules now require contractors and subcontractors to invite applicants to self-identify as protected veterans or individuals with disabilities.

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The information is being requested on a voluntary basis, and will be kept confidential. Refusal to provide this information will not subject the applicant to any adverse treatment, and will not be used in a manner inconsistent with the act.