Union 2110

Grade 8

Posting Summary:
The Department of Arts & Humanities at Teachers College, Columbia University, is seeking a full-time Academic Secretary.

Job Summary/Basic Function:
The Department of Arts & Humanities at Teachers College, Columbia University, is seeking a full-time Academic Secretary to support the Philosophy and Education Program and well as the faculty that teach under the Cultural Studies umbrella. The Academic Secretary provides essential administrative support across various functions, including program coordination, budget management, and academic support under the direction of the Program Director as well as the Director of Academic Administration.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

General Office Management:

• Be the public face of the Program and its faculty: Respond to phone calls, emails, and inquiries from faculty and administrators within the College as well as colleagues, alumni, and prospective students.
• Maintain office readiness: Ensure all office equipment is functional, order office supplies, and work with outside vendors.
• Procurement: place orders for books, course supplies, and office supplies through Unimarket, and process any vendor POs, and honorarium payments through Unimarket.
• Liaise between the Program Faculty and other Teachers College Offices, including the preparation of certification exam materials for the Office of Doctoral Studies.
• Organize and maintain the Program suite, bulletin boards, and the Course Assistant office (329A HM); order snacks, water, wine, coffee, and tea for general consumption.
• Take minutes at Program meetings, maintain a list of office hours of all the staff/faculty for each term; coordinate program events; submit facilities work orders, IT tickets, and media services requests; collect and send mail; manage room reservations; copy, scan, and place orders; process reimbursements on Chrome River.
• Oversee the Program budget: program funds, course fees, professional development funds, and program director funds.

Support to Faculty:

• Maintain Student Database including degree and program of study, contact information, and adviser assignments.
• Maintain student files/transcripts.
• Manage student communication: mailboxes and Listservs.
• Set up Doctoral defense receptions and proposal presentations.
• Help maintain accurate and current information through the program website, catalog, and study guides.
• Maintain up-to-date student files for faculty and process paperwork, certification exams, etc. for the Office of Doctoral Studies.
• Create and maintain student handbooks and advising materials.
• Assist students with registration; enter permission for students to register for courses; process student travel reimbursements on Chrome River.

Course Schedule:

• Create schedule detail packets for both FT and adjunct faculty.
• Follow up on course schedule details with faculty.
• Data entry and error checking of scheduling database (aka RAPOs)
• Ascertain and process room and media reservations for classes.
• Edit the course schedule for summer, fall, and spring terms.

Financial Aid & Admissions:

• Assist faculty in making financial aid awards to doctoral students through the Student Assistance Application (aka APEX) and work as a liaison with students and Financial Aid on all related matters.
• Assist faculty with the online application review system (Slate), produce student review forms, and act as a liaison with students and Admissions on related matters.

Support to the Program:

• Colloquium: send out reminder notices; respond to colloquium-related inquiries; communicate with colloquium speakers to process honorariums and travel reimbursements; secure reservations for guest housing.
• Visiting Students and Scholars: Initiate and submit Visiting Students and Visiting Scholar J-1 Visa applications through the compass system (OISS) for visits to TC (approximately three or four annually); communicate with the visiting scholars and students on behalf of the program, fielding inquiries, etc.
• Work Study students and the Graduate Student Committee (two doctoral and two masters): establish and communicate department policies, such as dress code, expectations of conduct, and attendance guidelines; establish a work schedule by checking in with work-study students periodically; provide effective and fair training; develop guidelines for the GSC; meet with them throughout the academic year; oversee GSC budget, events, duplicating, reimbursements, and facilities, and media requests.

Minimum Qualifications:

• Bachelor of Arts degree; word processing, creation of spreadsheets, and database experience (MS Word, EXCEL );
• Ability to manage confidential and sensitive information
• Ability to multitask among different faculty, programs, and priorities.

Preferred Qualifications:

• Master’s degree
• Experience in higher education administration.

Salary Range:

$55023.81

Work Modality:

Hybrid