Administrative Coordinator, Operations Division - Title VI

Columbia University; New York (NY); On-site; USD 66,000 - 70,000; Full time

Job summary

Columbia University in the City of New York is seeking an Administrative Coordinator for the Office of Institutional Equity. The role provides administrative and operational support for complaints of discrimination and harassment, including sex-based misconduct and related issues, across students, staff, and affiliates.

Reporting to the Assistant Director of Operations, you will manage case records, coordinate technology for hearings, and assist with finance and budget duties while ensuring

Qualifications

• Bachelor's degree and minimum two years of related administrative experience in a university or complex organization.
• Excellent verbal and written communication; drafting legal documents, interpersonal communications, customer service.
• Resourceful, discreet, detail-oriented; ability to prioritize and manage multiple tasks.
• Proficiency in MS Office, Google for Education, Adobe Creative Cloud and other publishing/database software preferred.

Responsibilities

• Coordinates office software and technology, including case database, Zoom, and Adobe.
• Resolves facilities and technology issues and maintains websites, intranet, policies, and procedures.
• Manages, tracks, and updates incident reports and cases; supports Clery Act compliance and NYS 129.
• Responds to inquiries from students, faculty, administrators and family members regarding resources and policies.
• Assists the Assistant Director of Operations with finance and budget duties (invoices, expenditures, reimbursements).
• Facilitates daily incident review meetings and provides high-level summaries for incident response.

Skills

Verbal communication

Written communication

Interpersonal skills

Customer service

Program planning

Organizational skills

Multitasking

Discretion

Education

Bachelor's degree or equivalent

Tools

MS Office

Google Suite

Adobe Creative Cloud

Database software

Job description

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $65,850 - $70,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Office of Institutional Equity (OIE) serves as a centralized resource for addressing all reports of discrimination and discriminatory harassment, including reports that involve alleged violations of Title VI and Title VII, reports that involve alleged violations of Title IX and the University’s Related Misconduct Policy, as well as reports that relate to violations of the Protection of Minors Policy. The Office is responsible for reviewing, investigating and managing all incidents from inception through resolution whether the Respondent is a student, faculty, staff member or affiliate.

The Administrative Coordinator will provide administrative and operational support for complaints of protected class discrimination and harassment, retaliation, sex-based harassment, sexual misconduct, stalking, and domestic and dating violence, filed by and against students, employees, faculty, administrators, and third-party affiliates. The Administrative Coordinator will triage and respond to sensitive inquiries and reports from students, faculty, administrators, and family members regarding University resources and policies and procedures administered in accordance with the Family Educational Rights and Privacy Act (FERPA).

The Administrative Coordinator reports to the Assistant Director of Operations.

Responsibilities

Administrative

• Coordinates office software and technology, including case database, Zoom, and Adobe.
• Resolves facilities and technology issues.
• Creates, edits, and maintains applicable website(s), intranet, policies, and procedures.
• Manages, tracks, and updates incident reports and cases. Supports compliance with the Clery Act and NYS 129.
• Maintains and regularly audits multiple complex spreadsheets and database records to ensure the highest level of data accuracy and integrity for OIE case tracking and reporting.
• Responds to students, faculty, administrators and family members regarding inquiries or other correspondence.
• Responsible for compiling files and documents upon request. Prepares correspondence and other case-related materials and conducts file reviews.
• Manages all technology for hearings, including submission of hearing transcription.
• Assist the Assistant Director of Operations with finance and budget duties, including processing of invoices, expenditures, reimbursements, etc.

Operations

• Facilitates daily incident review meetings including preparing and presenting high-level summaries and other relevant information required to inform incident response.
• Communicate with staff across OIE divisions and other stakeholders at a preliminary level to provide case updates, triage, and ensure follow up of reports.
• Manages and distributes Access Restriction and Persona Non-Grata notifications to partner offices. Works with the Assistant Director of Operations to manage transcript holds and notations.
• Responds to student disciplinary record requests and complete background checks while staying in compliance with FERPA and departmental guidelines.
• Pulls data and routinely generates and analyzes various reports, including incident reports, case records and other sensitive data.
• Manages timely progress and assists in the implementation of projects or initiatives, including staff onboarding, programs, staff training and development, systems implementation, and community events programming.
• Additional duties as assigned.

Minimum Qualifications

• A bachelor's degree and/or its equivalent and a minimum of two years in related administrative experience in a university or other complex organization is required.
• The incumbent must possess excellent verbal and written communication skills and should have experience and knowledge in drafting legal documents, interpersonal communications, customer service, dealing with ambiguity, program planning, and other organizational skills.
• The incumbent must display resourcefulness, discretion, attention to detail, flexibility and the ability to prioritize and manage multiple tasks.
• Proficiency in Microsoft Office, Google for Education, Adobe Creative Cloud (Acrobat, Dreamweaver, Illustrator, etc.) and other publishing or database software is preferred.

Preferred Qualifications

• Excellent verbal and written communication and organizational skills, good judgment, an appreciation of confidentiality and discretion, and attention to detail.
• Candidate must be well organized and able to manage a demanding workload and complex cases in an accurate and timely fashion
• Able to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, students, faculty, and organizational stakeholders.
• Strong interpersonal, customer service, program planning, and organizational skills required.
  Resourcefulness, discretion, attention to detail, flexibility, and the ability to prioritize and manage multiple tasks are essential.
• Ability to work independently and follow through and handle multiple tasks simultaneously.
• Proficiency with MS Office Suite, Google Suite, Maxient, Adobe Acrobat Pro, and other desktop publishing and database software.

Equal Opportunity Employer / Disability / Veteran

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