New England HERC

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week:
• Standard Work Schedule: Hybrid (Remote and On-Site Work)
• Building:
• Salary Range: 80,000 - 90,000

Position Summary

Reporting to the Director of Admissions Operations in the Graduate School of Arts and Sciences (GSAS), the Associate Director of Admissions Operations serves as the operational leader for day-to-day admissions decision processes and operational workflows. This role is responsible for ensuring the integrity, accuracy, and timeliness of admissions decisions and for overseeing data integrity and compliance-related processes across all programs. The incumbent exercises significant independent judgment and acts as a close partner to the Director of Admissions Operations.

Responsibilities

Admissions Decision Management and Execution (35%)

• Under the general supervision of the Director of Admissions Operations, implements and maintains day-to-day graduate admissions procedures.
• Oversees the full lifecycle of admissions decision release processes across all programs.
• Partners the Director of Admissions Operations in liaising with internal user population of 300+ faculty and departmental administrators, and ensures consistent, accurate, diplomatic, and timely communications.
• Oversees application statuses to ensure the timely release of decisions and verifies the accuracy of applicant details.
• Ensures timely, accurate, and consistent decision execution in coordination with departments and school leadership.
• Administers the admissions application security process to ensure appropriate user access.
• Exercises independent judgment to manage and resolve applicant inquiries and departmental difficulties based on admissions policies and procedures.

Compliance and Risk Oversight (30%)

• Leads admissions compliance processes including credential verification standards, audit workflows, and policy adherence.
• Oversees high-risk cases, including fraud escalations and exceptions requiring independent judgment.
• Ensures adherence to institutional and regulatory requirements.
• Enforces institutional guidelines, policies, and procedures surrounding graduate student admissions.
• Ensures compliance with applicable federal, state, and local regulations regarding admissions and applicant data.

Operations Coordination and Data Stewardship (20%)

• Coordinates daily admissions operations during peak cycles.
• Ensures the efficient processing of admission applications by developing and administering policies, procedures, and systems.
• Maintains proficiency with new technologies and techniques that assist in enhancing the system?s capabilities or improving office workflow efficiency.
• With the assistance of the GSAS IT office, ensures timely and accurate flows of data between the GSAS on-line application system and the University student information system.
• Coordinates system audits to ensure data integrity and accuracy; works with on-line vendor and the Office of the Registrar to resolve data issues.
• Oversees data input, verification, record matching, and data cleaning.
• Prepares and analyzes reports and compiles admissions data for various reporting requirements.
• Executes annual retention policies in collaboration with the Director of IT.

Policy and Process Development (10%)

• Develops and maintains library of admissions policies and procedures.
• Performs analyses, identifies problems and recommends solutions to optimize operations workflows; identifies process inefficiencies and implements improvements.
• Maintains documentation and training materials related to compliance and decision workflows.

Other (5%)

• Performs other related duties as assigned by Director of Admissions Operations or senior leadership.

Minimum Qualifications

• Bachelor?s degree.
• Minimum of 3?5 years of admissions or related experience.
• Demonstrated experience in compliance, decision-making processes, and operational leadership required. Strong analytical, organizational, and written and verbal communication skills essential.
• Strong commitment to exceptional customer service, a collaborative orientation, and outstanding interpersonal skills essential.
• To be successful in this role, the Associate Director should demonstrate a high degree of professional maturity and operational effectiveness; and an ability to work collaboratively and independently in an academic setting.

Preferred Qualifications

• Experience with application management systems and email management software (such as SLATE and/or FRONT) is preferred.
• Prior experience in a graduate admissions office and supervisory experience preferred.

Other Requirements

• Interested individuals must supply a résumé and cover letter to be considered. 

Equal Opportunity Employer / Disability / Veteran

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

About Columbia University

Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.

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