- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $65,000 to $75,000
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 Academic Associate role is critical to the daily on-the-ground support it provides to 3 Divisional Directors for (Grades K-2, 3-5, 6-8). In addition, this outward-facing position provides a collegial and supportive approach to communicating with TSC faculty, staff, students, and families. This person will work closely with the Divisional Directors' group, TSCHR, the Operations team, teachers, staff and parents to ensure the smooth functioning of the department and meet the school's objectives. This position will require heavy calendar management and administrative support for the 3 Divisional Directors. This position will also be responsible for managing various projects, supporting yearly events, and assisting teachers in preparing for the start of the school year. This position will require excellent organizational and project management skills. The ability to work in a fast-paced K-8 school environment, with the utmost attention to detail and the ability to exercise confidentiality is critical to this position. Responsibilities Essential Functions:
- Assists the 3 Divisional Directors and faculty in preparing for the start of the school year, including planning all logistical details and providing support with the school year-end close.
- Collaborates with Divisional Directors and TSCHR to manage the recruitment process of Teachers, to ensure compliance with Columbia University policy.
- Proactively monitors and manages schedules and calendars for the 3 Divisional Directors.
- Coordinates and facilitates in-person meetings, Zoom calls and on the phone.
- Manages all travel arrangements for the 3 Divisional Directors.
- Manages student trips, booking requests and oversees and resolves availability or conflicts.
- Coordinates and collaborates with the Business Office to order and place orders for classroom materials for the Divisional Directors and teachers.
- Coordinates and collects receipts of expenses for Reconciliation with the Business Office.
- Responsible for managing various projects, generating letters and ad hoc reports for the Divisional Directors.
- Communicates as necessary via email and phone with families, students, teachers, university partners and other stakeholders.
- Performs all data entry, creates spreadsheets to capture and demonstrate relevant information.
- Provides support with yearly school events.
- Management of all office duties.
- Maintains an organized and clean professional workspace.
Project Management and Event Planning
- In collaboration with the Communications office, monitors the school calendar.
- Proactively prioritizing, planning, and organizing events in support of the mission, facilitates arrangements, materials, food service, and Zoom hosting in coordination with the TSC events coordinator, calendar team, division directors, staff and faculty.
- In coordination with the Divisional Directors, plan and host online events including curriculum nights and other events.
- Help to coordinate assemblies and events, including fall and end-of-year gatherings and school concerts.
- Partner with the nurse and divisions on the preparation for all overnight and off-campus trips, including permission forms, site reservations and buses.
- Work in partnership with division directors, if and when necessary, when new projects or needs arise.
Communication and Records
- Use school databases to generate documents, spreadsheets, labels, and lists to facilitate the smooth running of the divisions.
- Liaises with TSCHR, Communications team and Division Directors to draft and edit communications about procedures, and events for the academic team.
- Works with the Divisional Directors and communications team to ensure the accuracy of communications about events in the division and works with the technology team to update and maintain accurate email distribution lists.
Minimum Qualifications
- Bachelor's degree and at least 3 years of experience, preferably in a school setting.
- Experience working with children and a demonstrated commitment to building community.
- High intrinsic motivation and capacity for work, strong interpersonal skills, discretion, flexibility, proactivity, ability to set priorities, and sterling independent judgment.
- Ability to maintain confidentiality for all communications.
- Excellent customer service and helpful and friendly attitude.
- Ability to work independently as well as in a team environment.
- Ability to handle multiple priorities simultaneously, and excellent organizational, technological, and follow-up skills.
- Experience with project management fundamentals (time and task management, tracking milestones and deadlines, and managing multiple collaborators or stakeholders), and familiarity with productivity tools and platforms.
- Proficiency with Microsoft Office (Word, PowerPoint, Excel), Google Suite (Gmail, Google Docs, Google Sheets, Google Slides), Zoom, Veracross, and Altitude or similar Learning Management System.
Preferred Qualifications
- Proficiency with Mac platforms.
- Proven dedication to professional growth and purpose-driven practice.
Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.
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