Student Affairs Specialist

Columbia University (Staff Jobs)

Position Summary

Reporting to the HR and Operations Manager in the Department of Earth and Environmental Engineering (EEE), the Student Affairs Specialist provides day-to-day student services and administrative support for the department's graduate and undergraduate student population. Under general supervision, the Specialist independently performs established student affairs processes and applies University policies and procedures to routine and moderately complex student matters.

The Specialist advises students on registration, enrollment, academic progress, graduation requirements, and departmental procedures; maintains accurate and confidential student records; coordinates student-related forms and processes; and serves as a primary departmental resource for student inquiries. The Specialist also coordinates departmental student events, supports semester class scheduling, and administers student account activities, including stipend and tuition submissions through the Graduate Funding Activity (GFA) process.

The position identifies issues, researches applicable policies and procedures, and provides appropriate guidance or refers matters to the HR and Operations Manager, faculty advisors, or other University offices when additional review or interpretation is required. The Specialist works collaboratively with faculty, staff, students, and University partners to provide timely and effective student services and support a positive student experience within EEE.

Responsibilities

Student Affairs and Academic Advising (40%):

• Applies established University and departmental policies and procedures related to graduate and undergraduate student affairs and provides guidance to students regarding requirements and appropriate processes.

• Advises students on registration, enrollment forms, academic progress, degree requirements, departmental procedures, and other routine student affairs matters.

• Reviews student forms and documentation for completeness and accuracy and explains applicable requirements and procedures.

• Assists graduate and undergraduate students with academic planning, course requirements, departmental processes, and general questions regarding their programs.

• Facilitates graduate and undergraduate student affairs processes, including registration, enrollment, academic status, and related departmental requirements.

• Acts as the primary point of contact for departmental student inquiries, responding to questions via email and telephone and meeting with students individually as needed.

• Maintains student databases, records, and tracking information and prepares routine reports as needed.

• Monitors student academic status and progress and assists with preliminary graduation clearance processes.

• Coordinates thesis defense applications and related documentation in accordance with university and departmental procedures.

• Provides students with information regarding departmental schedules, policies, procedures, deadlines, and other relevant notices.

• Refers students to faculty advisors for matters requiring academic advising, elective selection, career guidance, research direction, or faculty-level academic decisions.

• Identifies student concerns or situations requiring additional review and brings them to the attention of the HR and Operations Manager, faculty advisors, or appropriate University office.

• Provides information to the HR and Operations Manager regarding escalated student affairs matters and supports follow-up as directed.

• Collects student feedback and communicates recurring student concerns or administrative issues to the HR and Operations Manager.

• Supports activities that promote student engagement and a positive sense of community within the department.

Student Events and Department Activities (35%):

• Coordinates the logistics and administrative activities for department-sponsored student events, including the semester Department Symposium.

• Assists with the planning and execution of career events, student programs, and other activities that support student engagement.

• Coordinates event logistics, including scheduling, room reservations, Facilities requests, set-up and clean-up arrangements, and other operational requirements.

• Communicates with vendors and submits purchase orders or other required requests in accordance with university procedures.

• Coordinates speaker and event reimbursement documentation and submits materials to the appropriate Financial Assistant or department staff for processing.

• Maintains event schedules, participant information, and related documentation.

• Communicates event information and logistical details to students, faculty, staff, speakers, and vendors.

• Provides administrative support for department activities designed to enhance student engagement and community.

Student Accounts and Graduate Funding (15%):

• Initiates and processes departmental credits and charges related to student accounts in accordance with established procedures.

• Assists with the preparation and submission of Graduate Funding Activity (GFA) transactions for student stipends, tuition, fees, and other approved student payments.

• Requests and coordinates department VCODEs as needed to facilitate GFA processing.

• Reviews student account information and provides students with general information regarding account balances and applicable departmental charges or funding.

• Coordinates with the HR and Operations Manager, Financial Assistant, and appropriate University offices to resolve routine student account or funding issues.

• Maintains accurate and confidential documentation related to student funding and account transactions.

• Identifies discrepancies or issues with student account transactions and brings them to the attention of the appropriate department or University resource.

Scheduling, Records, and Administrative Support (10%):

• Coordinates the semester class scheduling process for EEE courses, ensuring course information is accurately entered and identifying potential scheduling conflicts for follow-up.

• Coordinates with faculty and department staff regarding course schedules, classroom assignments, and related scheduling information.

• Maintains and updates student, faculty, and staff photo posters and other departmental student information.

• Coordinates student lunches and related activities with faculty advisors and department staff.

• Compiles information and statistics for routine University, government, and departmental surveys and reports.

• Maintains accurate, confidential, and appropriately secured electronic and physical student records in accordance with university requirements.

• Provides administrative support for student affairs processes, departmental activities, and other projects as assigned.

• Performs other related duties and projects as assigned.

• Minimum Qualifications

• Bachelor’s degree preferred with 0-2 years and related experience required.

• Must possess strong computer skills including proficiency with Microsoft Suite applications.

• Experience using Student and HR Information Systems.

• Knowledge of Human Resources Management System and other related business software programs and systems.

• Demonstrated organization, problem solving and communication skills.

• Analytical skills to conduct analysis and develop recommendations department

• This position requires a high level of independent judgement.

• Must possess a high degree of personal integrity and ethics. Must be trustworthy with sensitive, confidential information.

• Incumbent must be self-directed and exercise strong judgement with changing priorities. which will require independent judgement and professionalism

• Must possess strong oral and written communication skills.

• Must demonstrate strong interpersonal skills and ability to interact effectively with a wide range of constituencies and to establish rapport, trust, and collaborative working relationships.

• Must have an orientation for customer service and strong problem-solving skills.

• Must be able to prioritize and organize workflow, establish and achieve realistic timelines for workplace deliverables, and function with autonomy and self-direction to achieve goals and objectives.

• Rigorous attention to detail is a must.

• Positive, forward-thinking, mission-oriented attitude a