Administrative Manager

Posting Summary:
The Arnhold Institute for Dance Education Research, Policy, and Leadership, and the Dance Education Program seek a full-time Administrative Manager to provide support to a robust doctoral degree program and research community.

Job Summary/Basic Function:

As the lead administrative staff member, the Administrative Manager is responsible for daily business operations, including fiscal management, and personnel management. This team member will also contribute to the continued success and growth of the institute and degree program in alignment with the established missions and visions.

Reporting to the Executive Director and Department DAA, the ideal candidate will have previous experience with office management, administrative duties, supervision of staff, administering a budget, and financial reporting. This position supports a dynamic group of creatives and scholars, including faculty, doctoral students, and professional research fellows. An ability to initiate projects, work independently, anticipate program needs, and meet deadlines is essential. Candidates who possess excellent organizational, administrative, and financial skills, and are dedicated to facilitating staff teamwork are encouraged to apply.

This is a salaried, one-year renewable staff position with the possibility of a hybrid work option including both on-campus and remote work. A full benefits package includes tuition remission. Please note that this position does not include teaching opportunities.

Characteristic Duties and Responsibilities

Administrative Management

• Oversee institute business and academic operations, innovate and maintain effective workflow management, and guide programmatic administrative decisions.
• Coordinate leadership meetings and participate in collaborative planning and problem-solving.
• Facilitate efficient office communication systems, serve as a main point person, and respond efficiently and effectively to administrative inquiries from faculty, fellows, and students.
• Prepare professional and welcoming correspondence, including the composition of letters, memos, and reports.
• Prepare and maintain programmatic calendars, synchronize work schedules, and employ systems for tracking tasks and deadlines.
• Execute online data collection forms and organize and maintain databases, records, and listservs.
• Troubleshoot as problems arise and develop solutions in consultation with the Executive Director.
• Spearhead and coordinate marketing strategies, assist with the design and distribution of marketing materials, and periodically update program and institute websites.
• Participate in institute marketing and prospective student recruitment events with a willingness to travel annually to national conference.
• Organize and assist with special events (e.g., symposia, lecture series, socials, new student orientation, socials, guest artists, workshops, etc.) with the ability to work occasional evenings or weekends.
• Support capital improvement projects, grants, and other initiatives.
• Liaise with research centers and administrative units and across the college, such as the Arts & Humanities Department, Purchasing Office, Financial Aid Office, Facilities, Human Resources, Admissions, Events Office, Alumni Affairs, and Registrar's Office.

Fiscal Management in Consultation with the Executive Director:

• Prepare and manage the Program and Institute annual budget as well as individual grant and project budgets.
• Process and track purchases, invoices, expense reimbursements, honorariums, budget transfers, and register vendors in the College procurement system.
• Monitor and reconcile budget indexes to achieve expense targets and track variances.
• Analyze fiscal data, provide timely updates, and create budget documents and reports as requested.
• Advise the Executive Director on best practices for the management and distribution of financial allocations in accordance with college policies.
• Process the distribution of scholarship and stipend funds.
• Address budgetary issues and propose solutions.

Personnel Management

• Initiate and manage the hiring process for professional research fellows, adjuncts, and staff in consultation with the Department Director of Academic Administration and aligned with college policies.
• Supervise and manage student workers such as Administrative Fellows, Graduate Research Assistants, and work-study students, including onboarding, training, leading staff meetings, delegation of duties, setting deadlines, supervision of work, providing constructive feedback, and submitting time sheets.
• Maintain supportive, professional relationships with program faculty, student-workers, research fellows, and guest scholars/artists.
• Ensures that affirmative action, equal opportunity and diversity are integrally tied to all action and decisions for which they are responsible, and which fall within the scope of the Affirmative Action/Equal Opportunity/Diversity Plan.
• Other duties as assigned

Minimum Qualifications:

• Bachelor’s degree or equivalent and minimum of five years of related administrative, budgetary, and supervisory experience or combination of education, training, and relevant experience.
• Strong computer skills; Google platform, Microsoft Office Suite, Adobe Acrobat Pro, (word processing, excellent spreadsheet; database capabilities, troubleshooting)
• Comprehensive office management and administrative experience.
• Experience with detail-oriented budgeting, account management, financial reporting, and purchasing.
• Experience with staff leadership, supervision, and development.
• Self-Starter and independent worker with impeccable follow-through.
• Experience with consulting and reporting to executives.
• Ability to initiate and adapt as priorities change throughout the academic year.
• Resourceful with the ability to proactively anticipate and plan for program needs and develop administrative management systems.
• Excellent organizational and time management skills with a strong ability to prioritize and manage multiple and competing tasks and deadlines.
• Ability to maintain sensitivity, understanding, and respect for a diverse academic environment inclusive of students, faculty, staff, and guests of varying social-economic, cultural, ideological, and ethnic backgrounds.
• Excellent judgment and proficiency at solving problems creatively, leading and collaborating with teams, and advocating for students, faculty, and staff in an energetic work environment.
• Demonstrated oral, written, and analytical skills, exhibiting fluency in communicating about program needs and objectives.
• Discretion, diplomacy, and experience with maintaining the confidentiality of sensitive documents and information.
• Willingness to travel and work outside of traditional hours on occasion, as needed for special events.
• Commitment toward building a reputation of excellence for the Program, Institute and its personnel.

Preferred Qualifications:

• Prior experience in higher education administration or arts administration with knowledge of dance or the arts preferred.
• Familiarity with Teachers College administrative platforms a plus.
• Familiarity with Canvas learning management system, Adobe Creative Cloud, or other educational technology.

Salary Range:

$57,600 - $70,000

Competitive Compensation and Benefits

The salary range reflects the College’s good faith and reasonable estimate of the compensation for the position at the time of the job posting. Salary decisions are dependent on several factors including but not limited to market and organizational considerations, experience, and qualifications of a selected candidate as well as internal and external equity.

Our benefits contribute significantly to the total compensation package that includes medical, dental, vision, and supplemental insurance plans; flexible and hybrid work schedules; tuition remission; life insurance; short and long-term disability insurance; an exceptional employer retirement matching program; health savings accounts (HSA), flexible spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a robust Employee Assistance Program (EAP).

If you would like to request any disability related accommodations to complete the job application or to participate in the interview process, please email:oasid@tc.columbia.edu.

Work Modality:

Hybrid

Equal Employment Opportunity

Teachers College is committed to fostering a diverse and inclusive academic community and to providing equal opportunity in employment. All qualified applicants will receive consideration regardless of race, color, sex (including pregnancy, gender identity or gender expression), religion, creed, national origin, age, citizenship, disability, marital status, sexual orientation, veteran status, or any other legally protected status.

Advertised: Apr 28, 2023 Eastern Daylight Time
Applications close: