Program Coordinator - The Trustees of Columbia University in the City of New York

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $57,941 - $61,000

Position Summary

Reporting to the Business Manager, the Program Coordinator is responsible for general administrative and clerical duties in the Institute for Comparative Literature and Society. The Program Coordinator is responsible for tracking the graduate and undergraduate students' academic progress. Additionally, the Program Coordinator is responsible for the planning, coordinating, publicity, and delivery of events to ensure organizational sustainability.

One of the Institute's primary goals is to provide institutional support for cross-disciplinary and cross-regional comparative work, acknowledging the force of recent changes in the humanities, the social sciences, law, architecture, and the performing arts. ICLS supports over 250 students across two undergraduate majors and two PhD certificate programs. ICLS also supports faculty events and initiatives across a range of interdisciplinary topics.

Responsibilities

In close collaboration with the Business Manager, the Program Coordinator will:

HR Administration/Administrative Support

• Provide administrative and clerical support to ICLS.
• Open the office at the start of the business day. Perform front desk duties creating a welcoming experience for visitors in person, over the phone, and in all digital communications.
• Build relationships and liaise with faculty, students, alumni, and other CU departments.
• Maintain student records for two undergraduate majors and two graduate certificate programs. Track students' degree progress milestones and ensure notification of important deadlines and proper academic coding in the Student Services Online Support and Development (SSOL).
• Update and maintain student and alumni electronic files and records.
• Assign training for the work-study students, supervise and review the completed tasks to ensure the accuracy of the work performed, process timesheets, and approve their biweekly payroll.
• Assist students and faculty with registration and course issues.
• Prepare alumni, financial, and other ad hoc reports as needed.
• Assist in creating content for communications. Compile and update distribution listservs.

Financial Support

• Create and update vendor profiles and serve as liaison.
• Process all accounts payable reimbursements and purchasing transactions, monitor transactions and resolve issues.
• Coordinate honoraria requests, travel reimbursements, and wire modifications.
• Maintain and reconcile a $200 petty cash fund.
• Serve as the initiator for all financial transactions using Columbia University's systems (e.g., ARC, Concur, etc.).
• Liaise with the University's Accounts Payable, Purchasing, and other financial departments.
• Process travel reimbursements via Columbia University's financial systems and advise on event budget status before processing expenditures.

Event Planning and Social Media

• Support the administrative and operational aspects of event management for a high volume of programs.
• Responsible for writing the first draft and assisting with the communications activities of the institute, including poster design for the event and course promotion.
• Attend some events outside of normal operating hours to ensure catering and programming run smoothly, adjusting their regular schedule and workflow to accommodate this time as needed.
• Coordinate event and meeting logistics including but not limited to venue selection, audiovisual, event space set up, catering, speakers, transportation, accommodations, budgeting, and troubleshooting.
• Maintain the ICLS' WordPress web page, Columbia calendar and course bulletin, email, content marketing, and social media such as the YouTube channel. Upload and oversee video editing on the YouTube channel.
• Perform other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent and three years of related experience.

Preferred Qualifications

• Some college or bachelor's degree.

Other Requirements

• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Work well in an interactive team environment.
• Working knowledge of database programs.
• Ability to interpret accounting and purchasing policies.
• Capacity to build morale and group commitments to objectives.
• Punctuality is of the utmost importance.