Part-Time Academic Secretary

Teachers College, Columbia University • New York, NY

1d • Hybrid

About The Position

The English Education Program within the Department of Arts & Humanities at Teachers College, Columbia University, is seeking a Part-Time Academic Secretary who will provide comprehensive administrative and operational support to the program, Program Director(s), faculty, and students. The Part-Time Academic Secretary will assist in managing a large assortment of program tasks, specifically related to the courses offered by the program and provide comprehensive administrative and operational support to the Program Director, faculty, and students. The incumbent will be responsible for coordinating course-related activities, assisting with academic and office processes, and ensuring the smooth day-to-day functioning of the program. The successful candidate will work a regular schedule of 20 hours per week, between 9am-5pm, Monday - Friday and may be eligible for a hybrid work arrangement of up to one day/week (one five-hour remote shift) upon successful completion of the probationary period.

Requirements

• High school diploma or equivalent in education, training and experience
• 1-2 years of experience in a busy, high-traffic office environment with frequent in-person interactions and a high volume of phone and email communications
• Knowledge of Microsoft Office or Google Suite, with the ability to learn and adapt to web-based technology
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy in data entry, recordkeeping, and correspondence
• Must be able to work independently, show initiative, and be a team player
• Ability to manage multiple tasks and meet deadlines while remaining flexible to conflicting demands
• Strong organizational and problem-solving skills
• Ability to manage complex relationships across multiple platforms and with various vendors
• Must be able to work in a highly visible area with frequent interruptions and a busy pace
• Must be able to exercise sound judgment and maintain a calm, courteous demeanor when dealing with faculty, staff, and visitors in stressful situations
• Ability to follow established protocols and adapt to changing procedures
• Proficiency with standard office software and systems

Nice To Haves

• Experience in an academic or higher education environment
• Familiarity with course scheduling, registration, or student records processes
• Experience supporting multiple stakeholders (faculty, students, leadership)

Responsibilities

• Assist faculty, adjuncts, and instructors with course-related needs and special events
• Prepare and distribute instructional schedules and course materials
• Coordinate course offerings and term schedules with the Program Director
• Submit course personnel and schedule changes to the Department and Registrar’s offices
• Create and distribute course schedules and coordinate English Education courses each term with the Program Director
• Coordinate with the Registrar, Room Assignments, and Facilities to schedule classrooms and meeting spaces
• Maintain program and departmental files, records, and bulletin boards
• Prepare, edit, and duplicate program materials and correspondence
• Provide reception support, including answering phones, monitoring and ordering supplies and responding to inquiries
• Manage routine office tasks such as mail and document handling
• Maintain and update faculty and staff office hours, along with online profiles
• Plan and coordinate bi-monthly program and doctoral faculty meetings with the Program Director
• Support program with scholarship allocations, advertising, catalog copy, website updates and other support functions for the program
• Assist Program Secretary (when needed) with the preparation of faculty and staff reimbursements
• Prepare instructional schedules
• Prepare prospective student information/application packets
• Assist faculty, adjuncts, and instructors with course-related needs and program activities
• Monitor check arrivals and notify instructors
• Assist Program Secretary (when needed) in Coordinating guest lecturer honoraria
• Assist Program Secretary (when needed) with the doctoral faculty with the admissions process
• Enter admissions decisions for the faculty/Program
• Assist students with registration and doctoral program paperwork
• Prepare prospective student information and application materials
• Respond to walk-in, email, and telephone student inquiries
• Other duties as assigned

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED