Program Assistant

Columbia University Vagelos College of Physicians and Surgeons has an exciting opportunity for a Program Assistant in the Office of Diversity and Multicultural Affairs (ODMA). Reporting to the Program Coordinator and the Director for the Office of Diversity and Multicultural Affairs, the Program Assistant will be responsible for supporting the planning and operation of the Summer Public Health Scholars Program (SPHSP). These responsibilities will include, but may not be limited to, the tasks outlined below.

PROGRAMMING AND ADMINISTRATIVE RESPONSIBILITIES:

• Assist the Program Coordinator with managing administrative tasks necessary for execution of the summer program (managing program schedule, coordinating field trips and seminars, tracking internship placements, updating online course management portal, planning special events, etc.);
• Manage all program related correspondences (including emails, telephone calls, letters, etc.);
• Assist with the preparation of program meetings and take minutes;
• Research and make suggestions for recruitment and outreach events that align with program needs;
• Manage updates to the program website and assist with the administration of and troubleshooting processes for the online application for the program;
• Coordinate the program admission interview schedule;
• Maintain program supplies and recruitment material inventory;
• Work with the Program Coordinator to organize student travel arrangements;
• Manage tracking and organization of the student registration process;
• Work with the Program Coordinator to hire and train Teaching and Resident Assistants for the program;
• Assist with the administrative elements of the program evaluation process;
• Coordinate the SPHSP Student Ambassador Program to assist with recruitment initiatives;
• Document program expenditures, as needed, for program budget reconciliation;
• Other duties as assigned.

EVALUATION RESPONSIBILITIES:
The Program Assistant will also be responsible for working with/alongside the evaluation team on all program assessment matters and alumni follow-up. Such responsibilities will include:

• Manage alumni engagement activities and follow-up;
• Develop alumni engagement materials;
• Work with the evaluation specialist(s) to fulfill any grant reporting requirements (IPR, APR, etc.);
• Assist with compiling, organizing, and analyzing data for participants and comparison cohorts;
• Manage correspondences with program alumni, as needed, to support evaluation and tracking efforts;
• Maintain social media and related networking platforms for alumni cohorts;
• Conduct research to provide data necessary for reporting and other program-related projects;
• Assist with process improvements for alumni cohorts and comparison group data collection methods.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

Requires a bachelor’s degree or equivalent in education and experience, plus two years of related experience.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Excellent interpersonal, writing and communication skills are required. Proficiency with word processing, spreadsheet and database software is required.

Special Instructions

Preferred Qualifications

Experience in public health is strongly desired.

The ideal candidate is expected to demonstrate superb organizational and analytical skills as well as the ability to manage several concurrent tasks. Ability to manage professional relationships with various constituencies and represent the program, department, and institution in a positive manner will be expected.

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:
HIPAA Compliance training required

No

Participation in Medical Surveillance required

Yes

What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date

04-19-2018

Requisition Close Date

Quick Link

jobs.columbia.edu/applicants/Central?quickFind=168715