Administrative Coordinator - The Trustees of Columbia University in the City of New York

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $62,400 - $65,000

Position Summary

Reporting to the Director of Operations, the Administrative Coordinator will provide administrative and operational support for complaints of protected class discrimination and harassment, retaliation, sex-based harassment, sexual misconduct, stalking, and domestic and dating violence, filed by and against students, employees, faculty, administrators, and third-party affiliates. The Administrative Coordinator will triage and respond to sensitive inquiries and reports from students, faculty, administrators, and family members regarding University resources and policies and procedures administered in accordance with the Family Educational Rights and Privacy Act (FERPA).

Columbia University recently combined its Title IX, Gender Based Misconduct, Office of Equal Opportunity and Affirmative Action (EOAA), and Office of the Protection of Minors teams into one centralized office. These offices are supervised by the Vice Provost for EOAA.

Through the applicable policies and procedures for faculty, staff and students, the University provides means to address discrimination, harassment, sexual and related misconduct, including gender-based harassment, sexual harassment, sexual assault, domestic and dating violence, stalking and sexual exploitation. These offices are responsible for ensuring compliance under these policies and with federal, state and local laws regarding Title VI, Title VII and Title IX.

Responsibilities

• Manages office software and technology, including case database, Zoom, and Adobe. Manages, tracks, and updates incident reports and cases. Manages and tracks reports in compliance with the Clery Act. Maintains an accurate electronic filing system. Resolves all facilities and technology issues. Creates, edits, and maintains applicable website(s), intranet, policies, and procedures.
• Responds to students, faculty, administrators and family members regarding inquiries or other correspondence. Responsible for compiling files and documents upon request. Prepares correspondence and other case-related materials.
• Manages and distributes Access Restriction and Persona Non-Grata notifications to partner offices. Works with the Registrar's Office to manage transcript holds and notations. Responds to student disciplinary record requests and complete background checks while staying in compliance with FERPA and departmental guidelines.
• Pulls data and routinely generates and analyzes various reports, including incident reports, case records and other sensitive data. Manages all technology for hearings.
• Processes invoices, employee reimbursements and reconciles purchases. Creates requisitions and purchase orders in compliance with University and departmental guidelines.
• Manages timely progress and assists in the implementation of projects or initiatives, including staff onboarding, programs, staff training and development, systems implementation, and community events programming.
• Additional duties as assigned.

Minimum Qualifications

• A bachelor's degree and/or its equivalent and a minimum of two years in related administrative experience in a university or other complex organization is required.
• The incumbent must possess excellent verbal and written communication skills and should have experience and knowledge in drafting legal documents, interpersonal communications, customer service, dealing with ambiguity, program planning, and other organizational skills.
• The incumbent must display resourcefulness, discretion, attention to detail, flexibility and the ability to prioritize and manage multiple tasks.
• Proficiency in Microsoft Office, Google for Education, Adobe Creative Cloud (Acrobat, Dreamweaver, Illustrator, etc), and other publishing or database software is preferred.