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Job Information

Columbia University Coordinator in New York, New York

  • Job Type: Support Staff - Union

  • Bargaining Unit: Local 2110

  • Regular/Temporary: Regular

  • End Date if Temporary:

  • Hours Per Week: 35

  • Salary Range: $57,941 - $58,941

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Director of Academic Administration and Finance (DAAF), the Coordinator handles the department’s Ph.D. Program administrative and operational tasks while supporting the Director of Graduate Studies (DGS) and DAAF’s roles with reliable data & records and provides support to the PhD students


  • Administrative Support (50%):

  • Coordinate the doctoral student admissions cycle; ensure confidentiality and respond to applicant inquiries with accurate department program and GSAS admissions policies; process admit/decline offer decisions within set timelines and provide support to the Graduate Admissions Chair and Committee, respectively;

  • Organize and participate in Ph.D. Visiting Day (Spring semester) and Orientation (Fall Semester);

  • Assist the DGS with Teaching Fellow appointments (approximately 50+ per semester) and communicate decision to Business Office for hiring in a timely fashion

  • Manage scheduling of graduate program lecture series and events, including mock interviews and faculty-hosted receptions;

  • Assist with career development workshops for graduate students as instructed by the department Career Development officer;

  • Monitor student progress and enforce degree requirements & deadlines; schedule defenses and certify MA, MPhil. and Ph.D. degrees as communicated by GSAS

  • Compile confidential Ph.D. student progress information for departmental reviews on a semi-annual basis;

  • Build rapport with students, and answer all inquiries concerning the Ph.D. program i.e. interpret and explain departmental and Graduate School rules and escalate issues as necessary to DGS and other relevant university resources;

  • Support student wellness initiatives and department community building activities like the History Slam, and GHA social programming activities;

  • Build cross-functional relationships with colleagues in GSAS (dissertation, student affairs, & fin. aid), affiliate departments like EALAC, MESAAS, and Registrar’s office Record keeping/Data management (40%):

  • The incumbent maintains confidential records, including fellowship tracking sheet with budgets of over 140 registered Ph.D. students; exam scores, TA evaluations, and academic standing records in GRM

  • Track and regularly update job status of graduates on the department alumni database;

  • Update the graduate and alumni email listservs and online information (stats, policies) for the program as well as current and alumni bios on the relevant department website webpages to ensure accuracy

  • Track all student research and instructional fellowships i.e. Pre-prospectus summer research, language study, QUINN, etc.

  • Prepare and update the Dissertations-in-Progress records and job placement listings for the American Historical Association (AHA) Financial Support (10%):

  • Track and update the student fellowship “rank” list to accurately reflect student funding balance/ years and communicate this information to colleague in GSAS Financial Aid office and the DGS;

  • Communicate summer funding, and semesterly travel award application deadlines, policies, and review other student activities funding requests with DGS to confirm eligibility before sending to Business office for payment;

  • Performs other related duties as assigned.

Minimum Qualifications

  • High school diploma or equivalent.

  • Three years of related experience.

Preferred Qualifications

  • Some college preferred.

  • Experience in record keeping and data management preferred.

Other Requirements

  • Excellent interpersonal, organizational, analytical, problem-solving, and verbal and written communication skills required.

  • Attention to detail is essential.

  • Ability to work independently, establish priorities, meet deadlines, and handle pressure and frequent interruptions with minimum supervision.

  • High level of discretion and confidentiality required. Strong computer experience and proficiency with Microsoft Office including Excel/google sheets (key!) and Word necessary. MS Office suite, Google Suite, SQL, Data management and reporting skills

  • Ability to acquire quickly knowledge of University electronic systems: SLATE, Courseworks, Vergil, SSOL, COI, Directory of Classes; and federal and university regulations.

  • Commitment to service and self-driven desire for high-quality service with a strong sense of teamwork.

Equal Opportunity Employer / Disability / Veteran

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