Assistant Director of Academic Operations

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $73,000 to $82,000

Position Summary

Reporting to the Director of Enrollment Services and Operations, the Assistant Director of Academic Operations is a subject matter expert in the academic processes of Columbia Engineering, providing direction to key functions and supporting colleagues across the school with relevant tasks.

The position responsibilities include: coordinates classroom assignments and course scheduling; acts as liaison with Registrar for enrollment and academic programming; coordinates the editing and production of the SEAS Bulletin; works with the Associate Director to manage the faculty Committee on Instruction; coordinates the accreditation processes for the school with the respective unit leads, maintains all documents, assessment tools, and other confidential information; manages course evaluations and data collection as necessary; performs other related projects and assignments, as necessary.

Responsibilities

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  Academic Administration (50%):
  
  
  
  • Manages the School's class scheduling processes, acting as liaison with Registrar. Liaises with each academic department to facilitate classroom assignments and provides analysis of class schedules to recommend best practices. Assesses classroom needs, repairs, and provides data on classroom utilization to leadership.
  • Oversees the production of the School's academic bulletin and student handbook.
  • Serves as CourseLeaf (academic bulletin website) expert, ensuring accuracy of website and liaising with vendor for elevated issues.
  • Maintains and updates the Engineering Departments' online course listing in Course Management on the Student Information System (SIS) website.
  • Supports the management of the Committee on Instruction and the approval process for Engineering courses.
  • Acts as a Dean's Office representative in campus-wide planning and advisory committees, including development of new online tools for course management, bulletin production, learning management systems, and more.
  • Documents and archives Program Information as needed. Supports the process of new programs and certifications through the approvals at the university level and through to the state.
  
  
  
  
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  Operations (30%):

  
  
  
  
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    Oversees the SEAS Learning Support Inbox by responding to student, faculty, and staff inquiries.

    
    
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    Systems access, especially Stellic, CourseWorks, evaluations, Courseleaf, etc. Systems include auditing, user provisioning, and troubleshooting.

    
    
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    Provides reports on data for undergraduate and graduate students and programs for reporting and auditing needs. Especially related to graduation and accreditation.

    
    
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    Apply the results of data analysis to inform day-to-day academic administration functions. Design, generate, and produce standard and custom analytical reports summarizing transactional data to support the operations of academic administration. Produces statistical and analytical reports. Performs statistical analysis of data and organizes the results into meaningful reports that can be acted upon by senior leadership.

    
    
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    As part of the program creation process and new course setup, ensure proper billing is applied and data routing is enabled.

    
    
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    Documents and updates administrative processes as needed.

    
    
  
  
  
  
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  Enrollment Services (15%):

  
  
  
  
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    Graduation Clearances review for graduate students.

    
    
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    Supports student request processing for Change of Status requests.

    
    
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    Support the SEAS Academics Inbox by responding to student, faculty, and staff inquiries.

    
    
  
  
  
  
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  General Engineering Student Affairs (5%):

  
  
  
  
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    Assists with Engineering Student Affairs generally, including staffing of events

    
    
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    Performs other related duties as assigned.

    
    
  
  
  
  

Minimum Qualifications

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  Bachelor's degree and/or the equivalent plus a minimum of 2-4 years related experience. Advanced degree desirable; prior experience in a higher education institution preferred.

  
  
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  Strong computer literacy/proficiency required; an understanding and appreciation of student services database software and online resources; and the willingness and enthusiasm to respond to the needs of students in an increasingly technologically-oriented society. Proficiency with Google suite of products, MS Office (Excel with pivot tables, vlookup), PowerPoint, publishing software, social media, etc.

  
  
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  Possess excellent interpersonal and administrative skills. Ability to work independently and under pressure, with high attention to detail. Candidates must exercise good judgment and flexibility.

  
  
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  Sound ethical business judgment and experience or familiarity with the higher education culture, regulatory, and economic realities of a not-for-profit university.

  
  
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  Must be able to prioritize multiple tasks with minimal supervision and work independently. Must be able to communicate effectively and tactfully with staff, faculty, students, alumni, and other key constituents in small and large group settings.

  
  
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  Must be a team player, a self-starter, and must be willing to work on occasional evenings and weekends.

  
  
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  Positive, mission-oriented, forward-thinking attitude and sense of humor are a must.

  
  

Equal Opportunity Employer / Disability / Veteran

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