Director of Academic Administration,
BASIC FUNCTION:
The Director of Academic Administration is responsible for day-to-day management of the Program’s academic year, summer, and international programs. The incumbent directs instructional and student affairs administration, financial operations, and provides administrative oversight of all production activity and general academic administration for the Master of Fine Arts Program and all other degree and non-degree programs of the Program. The incumbent participates in strategic planning initiatives of the School. The incumbent reports to the Chair of the Writing Program, whose leadership the incumbent facilitates, and is overseen by the Dean of Academic Administration and Planning.

The incumbent works closely with many constituents including the Dean of Student and Alumni Affairs, the Dean and the Director of Admissions and Financial Aid, the Associate Dean and the Director of Finance, the Human Resources Manager, the Director of Communications, the Senior Director of Communications, the senior staff of the Lenfest Center of the Arts, the Director of I.T., and the Associate Dean for Development.

CHARACTERISTIC DUTIES: (in order of importance, with % of total effort spent on each)

General Academic Administration: 40%
Direct administration of MFA and Undergraduate Creative Writing Programs; Engage in strategic planning for new program initiatives; Direct implementation and administration of new programs; With the Deans and Chair, prepare any materials required for external review, including Academic Review Committees; With the Deans and Chair, prepare materials required for any faculty teaching award nominations; With Summer School Director, oversee administration of SOA Writing Program summer school; Assist Chair and LTAC Director in administering global programs and any international events; With the faculty and Senior Director of Communications, manage and update content on the Writing Program website; With the Chair and the Senior Director of Communications prepare and edit brochure and bulletin copy for the SOA, and assist in the production of marketing videos; Work closely with the Deans, Associate Deans and Senior Directors, to integrate School-wide initiatives of benefit to the Program; Actively manage collection of information from the Program for use by Communications staff on the SOA website, in press releases and publicity materials, and in School publications; Actively participate in Deans’ space planning initiatives and other new Program initiatives; Supervise the maintenance of Program office and classroom space in two locations, including equipment and furniture repairs and purchases, periodic renovations and abatements, the allocation of faculty offices, and the Dodge 4th Floor computer lab and student lounge; Represent Writing Program during space rental and lease negotiations; Develop and maintain a network of contacts with other University offices and professional peer groups.

Oversee the production and reprinting of any other Writing Program publications, including Grammaphilia; Oversee, with faculty, the administration of several lecture series, including the Creative Writing lectures, Nonfiction Dialogues, the Poetry Series, Life After the MFA panel discussions, and LTAC events; Oversee, with faculty, the administration of any special events, including symposia, one-day seminars, alumni and patron cultivation events, and the annual Thesis Anthology Launch; Oversee, with the Undergrad DUS, all Undergrad Program events; Oversee, with the Chair and Dean of Admissions and Financial Aid, the annual Prospective Students and Admitted Students information sessions and events; Oversee, with faculty and the Lenfest Center staff, the production of Writing Program events at the Lenfest Center for the Arts; Oversee, with the Director of Enrollment Marketing and Public Relations, the Director of Communications, and the Director of I.T., the recording, archiving, and broadcast of all Program public events; Recruit, hire, supervise, evaluate and train administrative staff and student employees of the Program, including the Associate Director of Academic Administration, two Program Assistants, twelve or more student staff members (Chair’s Fellows), and any temporary, casual, or work-study hires; Submit and approve bi-weekly timesheets for the Program Assistants; Assure Program’s compliance with all University policies; write and update procedural manuals and general reference resources for students and faculty.

Financial Administration: 20%
Manage the Writing Program’s annual administrative operating budget in excess of $1 million and determine spending priorities; authorize all expenses; produce regular financial forecasting reports from University budget systems to advise Chair and Dean’s office on the Program’s financial status; participate in strategic and business planning initiatives; Develop proposed annual operating budget for approval by the Chair and the Dean/Associate Dean; Manage and track annual financial aid awards budget in excess of $1 million; Manage stewardship of all endowments and gifts for the Dean’s Office and Office of the General Counsel; actively participate in new fundraising initiatives of the School’s development team; Manage the Writing Program adjunct budget in excess of $400,000; Approve all invoices, UEM contracts, P.O.’s, and budgets related to casual, temporary, and work-studey hires; Oversee the maintenance of the Program’s shadow system spreadsheet, tracking expenses by programmatic activity.

Student and Instructional Administration: (40%)
Manage three annual student registration cycles, including Fall and Spring pre-registrations; In conjunction with the concentration directors and the Associate DAA, review student course preferences and assign individual schedules; With the faculty and Associate DAA, facilitate academic advising by faculty supervisors; Oversee student awards and fellowships requiring application; With the faculty and the Associate DAA, advise prospective students on admissions process and Program requirements; With the Associate DAA and the Student Affairs and Admissions and Financial Aid offices, maintain confidential student files; With the Chair and Associate DAA, maintain confidential faculty files and evaluations; With the Chair and LTAC Director, oversee the administration of Literary Translation at Columbia (LTAC) and the Word for Word translation exchange program and curriculum; With the LTAC Director, oversee the production of Word for Word anthologies; With faculty and student editors, oversee production of the annual Thesis Anthology; With the Undergrad DUS, oversee production of Quarto, the annual Undergrad literary magazine; With the Director of Pedagogy and Outreach, oversee administration of the Columbia Artists/Teachers (CA/T) program, including the Incarcerated Artists Project (IAP), the Veterans Workshop, and all student outreach activities; Oversee, with the Director of Pedagogy and Outreach, the administration of all CA/T, IAP, Veterans Workshop, and student outreach events, as well as the production of related publications; With the faculty advisors and Dean of Students Affairs, oversee administration of student groups, including Our Word and Columbia: A Journal of Literature and Art; Oversee, with faculty and student editors, the administration of Columbia Journal Online, and the annual production of Columbia: A Journal of Art and Literature; Oversee, with faculty and the Dean of Student and Alumni Affairs, the administration of the annual New Student Orientation, the annual Agents Mixer, and any student town halls and information sessions; Oversee, with faculty advisors, all Columbia Journal and Our Word student events; Review and update the Student and Adjunct Handbook annually; Work with the Chair, the concentration directors, the LTAC Director, and Undergrad DUS to plan curriculum and to submit course proposals for COI approval; Manage the MFA and Undergraduate course inventories; Organize materials for, attend, and maintain records of, faculty meetings; With the Associate DAA and the Dean’s Office, manage faculty searches; Coordinate adjunct faculty hiring, with the Chair, concentration directors, LTAC Director, Undergrad DUS, and Dean’s Office.

Other related duties as requested.


SUPERVISION RECEIVED AND/OR EXERCISED:
Supervised by Chair of the Writing Program. Overseen by the Dean of Academic Administration and Planning. Directly supervise one officer (Associate Director of Academic Administration) and two support staff (Graduate and Undergraduate Program Assistants).

RESPONSIBILITIES FOR BUDGET/ASSETS:
Manage annual operating, financial aid, and adjunct instructional budgets in excess of $2.5 million.

MINIMUM QUALIFICATIONS:
BA and/or equivalent experience required. Minimum of six years of experience in arts management required. Previous experience in an academic setting required. Financial management and strategic planning experience required, including developing and managing budgets, forecasting, and analyzing financial reports. Excellent interpersonal, organizational, supervisory, and communications skills required. Demonstrated attention to detail required. Ability to work independently and under pressure on concurrent projects, with large numbers of people and with multiple deadlines, required. Ability to handle confidential matters with tact and discretion required. Substantial experience with multiple computer platforms required.

PREFERRED QUALIFICATIONS:
Advanced degree in the arts preferred. Previous experience in a literary setting preferred. Experience with relational databases and web based financial and student services applications preferred.

For more information and to apply for this position, please visit the Columbia University jobs page at: https://opportunities.columbia.edu/cw/en-us/job/504656

Equal Opportunity Employer / Disability / Veteran

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

Additional Information
Position Type: Employee
Ref Code: 10027

Contact Information
Katie Lee
kl3118@columbia.edu
Columbia University School of the Arts
2960 Broadway, 305 Dodge Hall, MC 1803
New York, 10027
212-854-1311