Specialist, Academic Administration, Pre-College Programs

Columbia University in the City of New York; New York (NY); On-site; USD 66,000 - 68,000; Full time

Job summary

Columbia University in New York is seeking an Officer of Administration to independently administer key administrative functions supporting the Pre-College Programs portfolio within SPS. The incumbent exercises discretion and judgment in evaluating program needs, resolving non-routine challenges, coordinating solutions, and escalating matters to senior management when needed.

Reporting to the Assistant Director, Academic Administration and Governance, the Specialist manages payments, scheduling,

Qualifications

• Bachelor’s degree or equivalent relevant experience.
• 1–2 years related experience.
• Strong communication and organizational skills.
• Ability to manage multiple projects simultaneously.

Responsibilities

• Oversee payment processing and act as liaison between Finance and stakeholders.
• Manage ARC reconciliation and verify program purchases.
• Lead student billing record testing and ensure accurate setup.
• Coordinate course schedule and classroom assignments for Pre-College.
• Serve as primary contact for departments, instructors, and students.
• Plan and oversee Pre-College events and program initiatives.
• Maintain administrative workflows and program records and reporting.
• Develop certifications of completion with Creative Services.
• Prepare readiness of Pre-College offices spaces with Facilities and CUIT.
• Execute branded merchandise procurement and manage invoices.
• Update Pre-College website content and resolve inaccuracies.
• Support recruitment events and occasional travel.

Skills

Communication

Organization

Leadership

Project management

Customer service

Education

Bachelor's degree or equivalent experience

Tools

MS Word

Excel

Job description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $66,300 - $67,700

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

Reporting to the Assistant Director, Academic Administration and Governance, of the Pre-College Program, the Specialist independently administers key administrative functions supporting the Pre-College Programs portfolio within the School of Professional Studies (SPS).

The incumbent exercises discretion and judgment in evaluating program needs, resolving non-routine challenges, determining appropriate courses of action, and coordinating solutions across University shared-service partners. The Specialist is responsible for assessing competing priorities, identifying and addressing exceptions and process deficiencies, and implementing solutions within established areas of authority, escalating matters requiring policy, academic, or senior management determinations.

Responsibilities

• Oversee the submission and processing of honorariums, reimbursements, invoices, and other payments through SPS Finance; monitor transactions through completion, troubleshoot discrepancies, and serve as a liaison between Finance and stakeholders.
• Manage ARC reconciliation, ensuring all program purchases are verified, tracked, and successfully reconciled with SPS Finance.
• Lead student billing record testing and ensure proper setup for each term. Review billing codes and calculations for accuracy, identify discrepancies, troubleshoot issues, and coordinate corrective action to ensure accurate student billing in collaboration with Admissions, Finance, and Registrar partners.
• Manage the course schedule and classroom assignments of the Pre-College summer program. Assess program and instructional needs, and evaluate space availability, constraints, and scheduling conflicts, and determine appropriate scheduling solutions in coordination with the Registrar’s Office.
• Serve as a primary point of contact and escalation resource for departments, instructors, and students; assess inquiries, and determine appropriate courses of action, and engage internal partners as needed to facilitate timely resolution.
• Plan, coordinate, and oversee the execution of Pre-College events and program initiatives, including symposiums, orientations, and other program-sponsored activities. Manage logistical requirements, coordinate stakeholders, and ensure effective execution.
• Manage the end-to-end student evaluation process involving more than 5,000 letters annually; establish and maintain administrative workflows and quality-control procedures, identify and resolve exceptions and discrepancies, and coordinate with University partners to ensure accurate and timely completion in accordance with established requirements.
• In partnership with Creative Services, lead the development and production of certifications of completion for successful program participants, ensuring accuracy and timely delivery.
• Lead the planning and readiness of the Pre-College summer office space, assessing facilities, technology, storage, and logistical requirements and working with Facilities, CUIT, and other shared-service partners to address program needs. Manage the delivery and setup of materials and equipment and ensure the workspace is fully operational prior to the start of programming.
• Execute branded merchandise procurement and fulfillment, working with vendors to place and track orders, resolve delivery issues, and ensure invoices are accurately submitted and processed by the Finance Department. Maintain alignment with program budgetary requirements.
• Oversee the updating and maintenance of the Pre-College website content across Summer, Academic Year, College Edge, and other program offerings; identify and resolve inaccuracies in collaboration with Pre-College leadership and Creative Services.
• Develop, maintain, and update program records, recordkeeping, and reporting related to student populations, course offerings, recruitment activity, instructors, and other metrics. Analyze and synthesize program data, identify trends or issues requiring attention, and prepare reporting to support program planning, assessment, and leadership decision-making.
• Participation in student recruitment events, such as information sessions and fairs, which may sometimes require travel.

Performs other duties and special projects as assigned or requested

Some occasional weekend and evening hours may be required during the summer program

Minimum Qualifications

• Bachelor’s degree and/or equivalent relevant experience
• 1-2 years related experience

Preferred Qualifications

• Experience in academic program administration with preference given to candidates with experience working with pre-college programs
• 2 years of related experience

Other Requirements

• Excellent communication and organizational skills and exceptional attention to detail essential
• Ability to manage multiple projects simultaneously, capacity to adapt quickly to changing circumstances, and ability to perform non-routine work required
• Strong leadership and interpersonal skills required
• Computer literacy required, including use of MS Word, Excel, and other software as it becomes necessary and available

Equal Opportunity Employer / Disability / Veteran

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