Specialist, Academic Services

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $68,000 - $78,000

Position Summary

Reporting to the Associate Director, Academic Services & Innovation (ADASI), the Academic Services Specialist will partner with the ADASI to design, execute, and evolve core functions related to the central administration of Academic Affairs work cycles and processes. In particular, the position holder will lead the creation, continual refinement, and optimization of user-centric intranet web pages designed for key stakeholder audiences, develop and iterate on documentation associated with core academic affairs business processes and communications, manage and enhance the Academic Policies intranet site, and curate and evolve the organization and content accuracy of information and knowledge repositories.

The Specialist will iteratively improve the academic affairs planning calendar, collaborate on shaping and operationalizing aspects of the division's information and knowledge management procedures, and oversee consistent, strategic content updates. The role will collaborate with the ADASI to propose and implement initiatives aimed at streamlining and scaling central division operations, in partnership with the Academic Affairs Leadership Team and other stakeholders. Additionally, the role will serve as a contributing member on project teams and working groups, as needed.

Responsibilities

1. Business Process Execution & Documentation

• Contribute to the development, refinement, and continuous evolution of business process resources and tools, identifying process gaps and design documentation solutions to address them. Spearhead the creation and iterative improvement of Academic Affairs Division Intranet pages in Columbia Sites, positioning them as critical, user-friendly resources for staff.

2. Academic Affairs Planning Calendar

• Maintain a comprehensive set of calendars with 18 months of dates, deliverables, and milestones to enable divisional and academic program planning. Increase visibility to and communication about dates and deadlines to key stakeholders. Create and disseminate synchronous sessions calendar for each term and coordinate with the Registrar's Office. Continuously refine methods to increase visibility and engagement around dates and deadlines for key stakeholders, proactively identifying opportunities to improve information delivery.

3. Information & Knowledge Management

• Maintenance and version control of the division's central repository of source documents, including all formally submitted and/or approved academic program documentation as well as divisional policy, process, procedures, protocol, job aids, training, etc. Serve as lead administrator of the Academic Policy Library using Columbia Sites, continuously identifying opportunities for enhancement.

4. Divisional Communications

• Draft, propose, and disseminate strategic divisional communications, to include the Academic Affairs division newsletter, broadcast emails to various stakeholders through Engage, Front and ad hoc communications across divisional staff, faculty, and program teams. Monitor inquiries to Academic Affairs email alias, respond & direct stakeholders to further support. Build and maintain scalable operational templates and a comprehensive communications calendar.

5. Managing Division Staff Onboarding to OKRs & Distribution Lists

• Lead administrator for connecting new division staff to technology platforms, systems, and resources, ensuring their inclusion in the Division Contact Sheet, program-specific distribution lists, personnel announcements in the divisional newsletter, onboarding them to the OKR Foundations training course in Canvas, etc. Propose iterative enhancements to the onboarding process based on feedback and operational insights.

6. Administrator of Division's Columbia Sites web pages

• Lead administrator for building new and updating existing SPS Intranet and Academic Affairs site pages using the Druple/Columbia Sites platform. Expected to continuously enhance site design, content quality, usability, and functionality.

7. Coordination and Management of Syllabi of Record Drives, Course development project tracking and approvals, and Annual Curriculum Review processes.

• Lead administrator for maintaining up-to-date course inventory spreadsheets for graduate programs, syllabi of record drives crucial to maintaining academic excellence, and funneling SPS Committee on Instruction course approvals into the syllabus of record drive.
• Responsible for curating and organizing curriculum review materials for program staff and curriculum committees year over year.

Perform other duties and contribute to special projects as assigned or requested.

Minimum Qualifications

• Bachelor's degree and/or equivalent related experience required.
• 2 years related experience.
• A resume and cover letter with salary requirements must be submitted for the applicant to be considered for the position.

Preferred Qualifications

• Project management experience.
• Familiarity with Smartsheet and/or other project management software.

Other Requirements

• High level of professionalism, attention to detail, and exceptional organizational skills.
• Excellent interpersonal, oral, and written communication skills.
• Strong ability to prioritize and effectively manage time to deliver on project on-time and with a high degree of quality
• Demonstrated ability to work collaboratively as part of a team, while also exercising independent thought and decision-making when appropriate.
• Proficiency in Microsoft Office and Google Suites required.
• Experience in Druple website builder, Engage communication platform, and Course Management System (SIS).
• Ability to read, comprehend, analyze and interpret concepts, documents, and data.

Equal Opportunity Employer / Disability / Veteran

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