Specialist, Summer Session and Visiting Programs

Columbia University in the City of New York; New York (NY); On-site; USD 61,000 - 74,000; Full time

Job summary

Columbia University in the City of New York is seeking a Specialist to manage the administrative and operational execution of programs within the Summer and Visiting Student Programs portfolio. The role coordinates across academic departments and university partners to ensure timely program delivery and supports the Continuing Education portfolio.

The incumbent exercises judgment to address non-routine challenges, aligns activities with program priorities, and escalates policy or

Qualifications

• Bachelor's degree and/or equivalent related experience required.
• Excellent written and oral communication skills.
• Capacity to adapt quickly to changing circumstances in a dynamic environment.

Responsibilities

• Oversee and manage summer course database of 350+ course sections and course dashboard ensuring accurate data.
• Monitors student registrations and enrollments on a daily and weekly basis, benchmarking YOY data to inform trends and insights.
• Manage compliance with academic policies of Summer Session courses, such as scheduling, contact hours, course descriptions, course numbers, course requirements, course points, faculty guidelines.
• Serve as primary point of contact for course scheduling and classroom issues; monitor waitlists and assist with adding sections and increasing course caps through the Course Management System.
• Lead assigned special projects related to administrative benchmarks, operational improvements, and the development of new program offerings.

Job description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Temporary
• End Date if Temporary: 12 months
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $67,300 - $67,300

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 Associate Director, the Specialist is responsible for the administrative and operational execution of programs within the Summer and Visiting Student Programs portfolio. The specialist manages assigned program functions and processes and works across academic departments and university partners to support effective and timely program delivery. The Specialist also contributes to the administration of other programs within the Continuing Education portfolio including Certificates, Certification of Achievements, Focus Areas, and Academic Year Visiting Student Programs.

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

Course Support and Enrollment Management

• Oversee and manage summer course database of 350+ course sections and course dashboard ensuring accurate data.
• Monitors student registrations and enrollments on a daily and weekly basis, benchmarking YOY data to inform trends and insights.
• Manage compliance with academic policies of Summer Session courses, such as scheduling, contact hours, course descriptions, course numbers, course requirements, course points, faculty guidelines.
• Serve as primary point of contact for course scheduling and classroom issues; monitor waitlists and assist with adding sections and increasing course caps through the Course Management System.
• Manage faculty-oriented announcements and information.
• In partnership with Academic Technology team to prepare and administer course evaluations and instructor evaluations for each session using Evaluation Kit.
• Oversee and guide the planning and implementation of faculty-led co-curricular and extra-curricular programming, serving as a primary resource to faculty and ensuring activities align with programmatic priorities, institutional policies and operational requirements.
• Manage the operational planning and execution of Core Office activities across approximately 40 course sections.
• Assist with submitting, tracking, and reconciling course expenses (honoraria, academic field trips, etc.) for faculty.
• Review and provide quality assurance for program marketing and communications materials, including email campaigns, social media content, digital advertising, and other promotional collateral ensuring accuracy, consistency, and alignment with program priorities.
• Maintain oversight of program website content independently identifying and implementing necessary updates and coordinating substantive revisions with appropriate program and communications stakeholders.
• Conduct market and competitive research to assess comparable programs, enrollment trends, pricing, program features, and emerging opportunities.
• Lead assigned special projects related to administrative benchmarks, operational improvements, and the development of new program offerings.
• Assist in managing student tracking sheet for Focus Areas and Student Ambassador submissions. Check registration status, course inventory, and confirm badging process.
• Manage student tracking sheet for Focus Areas and Student Ambassador submissions. Check registration status, course inventory, and confirm badging process.
• Assist with event coordination including Partner Events, Focus Area Events, Faculty Appreciation events, etc.
• Support Student Affairs with ID pickup and liaise with Advising to troubleshoot student issues or concerns.
• Support recruitment activities by representing the programs team through tabling on campus and at student recruitment fairs.

Faculty Hiring Support

• Oversee and collaborate with Faculty Affairs to review and validate 400+ faculty and Teaching Assistant nominations and the associated compensation each academic cycle while ensuring accuracy and compliance with established appointment and compensation requirements. Maintain data integrity and oversight of the appointment database and related records.
• Manage the faculty and instructional support nomination process with departments for instructors, course associates and teaching assistants; coordinate appointment processing.
• Partner with finance on end-of-term financial reconciliation by reviewing program expenditures, investigating discrepancies and resolving outstanding financial items.
• Oversee the administration of Graduate Student Teaching Assistant access to Dodge Fitness Center by serving as primary liaison to ensure eligibility, access requirements and participant records are accurately maintained.
• Manage the Summer Session partnership with the Writing Center to staff consultants to ensure appropriate staffing based on program needs and anticipated student demand.

General Support

• Provide broad programmatic and administrative support for Summer Session and Visiting Student Programs by independently managing assigned operational responsibilities and identifying and resolving routine issues to support effective program delivery.
• Manage logistics and operational planning for program events including webinars, student orientation, recruitment activities and faculty appreciation events while coordinating with relevant stakeholders.
• Partner with Admissions to plan and co-host virtual information sessions for prospective students providing program expertise and supporting enrollment and recruitment objectives.
• Maintain and oversee internal program documentation such as guidebooks, instructional resources, and shared knowledge management systems. Ensure materials remain organized, accurate and accessible to the team.
• Oversee assigned components of the Auditing Program course publication process for 200+ Fall and Spring course offerings by partnering with program leadership and academic stakeholders.
• Support program leadership with reporting and analysis by compiling, validating and analyzing program data.
• Serve as a primary point of contact for departments, faculty, staff and students on assigned program matters independently responding to routine inquiries, assessing issues and determining appropriate next steps and escalating complex matters as they arise.
• Serve as a cross functional program liaison with the divisions of Student Affairs, Faculty Affairs, Events, and other university partners to coordinate program requirements and resolve operational matters while ensuring consistent delivery of Summer and Visiting Student Programs.
• Perform other related duties and special projects as assigned in support of the evolving programmatic and operational priorities.

Minimum Qualifications

• Bachelor's degree and/or equivalent related experience required
• 2 years related experience

Preferred Qualifications

• Experience working in an academic environment and/or large, complex organizations

Other Requirements

• Capacity to adapt quickly to changing circumstances in a dynamic environment
• Demonstrated ability to manage multiple projects simultaneously
• Excellent written and oral communication skills
• Excellent organizational skills and an ability to navigate complex systems required
• Exceptional attention to detail
• Strong leadership skills and an ability to take initiative required
• Professional skills to handle sensitive or difficult situations diplomatically
• Strong proficiency in Microsoft Office/Google Workspace (with an emphasis in excel/sheets) and willingness to learn other software and systems

Equal Opportunity Employer / Disability / Veteran

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