Reporting to the Director of Academic Administration of the Marketing Division, the Assistant Director will manage operations and division processes for faculty searches, post-doctoral scholar searches, and PhD support, including understanding the Provost???s Office and EOAA guidelines for searches and will oversee support staff timekeeping and scheduling. The Assistant Director will work closely with the division faculty, staff, and students and will assist faculty with student hiring and timesheet approval as needed. They will respond to all inquiries in a timely and efficient manner and exemplify the customer service values and standards representative of Columbia Business School. The Assistant Director will work independently and will need to exercise discretion, tact, and professionalism, particularly in acting as a liaison with certain high-level key internal and external constituents.
Develop and independently manage an organized spreadsheet tracking system for scheduling details related to the implementation of the Annual Marketing Seminar Series. Will serve as the Business School???s liaison to the formal speakers and manage all production and execution for the seminar. Works closely with Columbia Business School Human Resource???s if visiting faculty appointments are needed, as well as the Financial Planning Office to secure honorariums as required; must comply with University policies and procedures.
In conjunction with the Director of Academic Administration, manages all aspects of the full-time faculty search process by providing assistance to the various search committees including writing ads and placing in the appropriate journals and publications. Works with the Dean???s office on implementing procedures to ensure that the search process complies with University???s affirmative action guidelines.
Work closely with faculty, management and human resources to on-board students and verify hiring documents and will be required to approve timesheets as needed.
Actively involved in the preparation of confidential documentation related to divisional tenure cases, internal and external.
Work in conjunction with the Director of Academic Administration to oversee the administrative support staff; ensure office coverage is met and administrative staff are following their schedules, and timesheet entries are timely and accurate.
Oversee, manage and maintain the floor display/monitor on a weekly basis using online software and PowerPoint to ensure divisions and visitors are aware of schedule of activities, awards, and other key information for the department. Liaise with the Communications Office as needed.
Collaborate with the Director of Academic Administration and other key stakeholders to manage the Division???s PhD Program activities for doctoral students. Works closely with Faculty to manage the collection of the annual PhD faculty feedback; creates and maintains surveys using Qualtrics, collecting data; communicating with both the students and the faculty and setting up one on one meetings.
Independently manages the support staff workflow for daily operations of the Division, ensuring that classroom materials are updated and maintained, faculty website publications and subscriptions are renewed and circulated, and reviews current processes for improvement and efficiencies.
Work with the Director in various functions, works on additional projects as assigned and shares in the responsibilities of other staff members as a flexible team player. Provides support to the various faculty committees, including posting on social media.
Manage production work around guest speakers for Marketing classes and serves as a backup for course management database (Canvas) related work. Coordinates pre-event and post-event production tasks, making sure that quality and brand standards are being met related to conferences, symposia, lectures, and other events.
Performs other relevant duties as needed and assigned.
Bachelor's degree and/or its equivalent required. Minimum of 2 years related experience required.
Must have demonstrated external facing customer service experience and the ability to work independently under pressure in a fast-paced environment responding to many types of issues at any given time. It is required to have proficiency with Microsoft Office, including Excel, PowerPoint, Word and Outlook. The incumbent will be a self-sufficient, motivated, punctual, team member, with exceptional attention to detail and superb communication skills as this individual will work closely with various high-level constituents. The incumbent must exercise tact and discretion when interacting with faculty, students, administrators, as well as leaders in academia, business, and government. Will be able to able to function independently in the role, exercising discretion and good judgment. Must be a proven team player, able to work cooperatively in small groups as well as independently with changing priorities and multiple responsibilities. Some evening work is required.
2+ years related experience in program and event management and planning preferred. Familiarity with web programming a plus.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.