Administrative Coordinator

Teachers College, Columbia University•New York, NY

3d•Hybrid

About The Position

Reporting to the Director, the Administrative Coordinator will be responsible for the efficient operation of office functions in a fast-paced setting while supporting the needs of international students at Teachers College. This multifaceted role encompasses administrative management, programming, budget oversight, and Tier 1 F-1 advising all while maintaining the privacy and confidentiality of the Office.

Requirements

Bachelor's degree or equivalent in education, training and experience
2-4 years of related administrative experience
Strong organizational, critical thinking and multitasking skills with attention to detail.
Excellent communication and interpersonal skills to effectively engage with students, faculty, staff, and institutional partners.
Strong computer skills (e.g. Microsoft Suite, Google Suite)
Knowledge in international education and/or advisement
Ability to understand and disseminate information such as immigration policy, etc. to relevant parties (faculty, staff, students); and ability to communicate and present information effectively to people from different cultural backgrounds.
Ability to work independently as well as on a team
Must have the ability to maintain the highest degree of confidentiality and diplomacy at all times and be customer service driven with commitment to exceptional quality
Knowledge of, or ability to quickly learn website and budget management
Must be a U.S. Citizen or U.S. Permanent Resident to serve as a DSO according to federal regulations

Nice To Haves

Experience in higher education, international student services, or a related administrative field
Experience with budget reconciliation, tracking, and reporting.
Experience working with Banner or similar ERP systems
Familiarity with F-1 visa regulations and SEVIS (Student and Exchange Visitor Information System).
Comfortable working with diverse populations.
Knowledge of F-1 visa processes and federal regulations (or willingness to learn).

Responsibilities

Oversee day-to-day office operations, ensuring an organized and efficient workflow for staff and visitors.
Serve as a liaison to internal administrative departments such as HR, Purchasing, IT, and Accounts Payable to address office needs, including securing office supplies, resolving IT issues, and managing facilities requests.
Support the hiring, onboarding, and training of new OISS staff and student workers.
Assist with planning and logistics for OISS events, such as workshops, orientations, and cultural programming, including scheduling, venue coordination, and material preparation.
Provide direct logistical support to the Director of OISS, including meeting support, correspondence, and project assistance.
Respond promptly and professionally to general email and phone inquiries, ensuring accurate information and a high level of customer service.
Maintain and update general OISS information resources, such as FAQs, website content, and informational handouts, to ensure students have access to up-to-date guidance.
Supervise the support staff to ensure a professional and welcoming environment for students, faculty, and other visitors.
Assist in preparing reports and data for institutional and government use, including statistics related to international student enrollment and compliance.
Participate in professional development opportunities to stay current on best practices and regulatory updates for international student services.
Manage office supplies, requisitions, and purchases of equipment, serving as the point person for troubleshooting both IT and phone-related issues.
Lead the planning and execution of annual orientation programs, engagement events, and compliance workshops for international students and scholars.
Collaborate with campus partners (such as Student Affairs, Academic Departments, and TC Student Organizations) to ensure international students have access to all necessary support services.
Supervise the Administrative Fellow, providing guidance and support in the development and management of annual programs and events.
Manage the OISS website and social media platforms, ensuring timely updates and the dissemination of important information to international students and scholars.
Develop and implement communication strategies to engage international students and provide them with relevant resources.
Develop and lead educational workshops on key immigration compliance topics, such as maintaining visa status, employment authorization (CPT, OPT, STEM OPT), travel regulations, and post-graduation options.
Manage the OISS budget, including budget requests, transfers, processing purchase requests, reconciling accounts, and preparing financial reports, ensuring full alignment with College policies.
Liaise with the TC budget and finance offices as needed for budget reconciliation and inquiries.
Support Director with yearly processes, including external contract rollovers, renewals, and maintenance.
Oversee and monitor requests for office supplies, equipment, etc.
Support Director with managing budget reporting and FY forecasting.
Provide Tier 1 support for basic F-1 advising, including travel signature requests, enrollment verifications, and letter preparation.
Verify student enrollment status to ensure compliance with SEVIS regulations, including full-time enrollment requirements.
Assist with Tier 1 F-1 casework, such as program extensions, reinstatements, and travel endorsements, ensuring accuracy and timeliness.
Maintain records of student requests and interactions in accordance with federal guidelines and College policies.
Other duties as assigned