"Administrative Assistant"

Posting Summary

Teachers College, Columbia University, the nation's first and foremost graduate school of education, seeks a dynamic part-time Administrative Assistant. TC Academy offers educational and corporate development programs that leverage TC's world-renowned faculty and thought leadership in health, education, leadership, and psychology, including professional development, pre-college programs, and executive education initiatives.

Job Summary/Basic Function

The part-time Administrative Assistant will serve as a key operational support partner, ensuring the smooth and efficient operation of TC Academy programs and services. This position requires a collaborative professional who can manage multiple projects simultaneously while maintaining the highest standards of service excellence that align with Teachers College's mission.

Schedule: Approximately 15-20 hours per week, hourly position
Work Arrangement: In-person

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Instructional Compensation

Ensure the timely and accurate payment of instructors for TC Academy programming. This specialized function requires:

• Deep understanding of College policies for non-credit and credit programming across different categories of employment, including faculty, adjuncts, staff, and contractors
• Ability to build relationships with key stakeholders to support the hiring process, including HR, HRIS, Student Employment, the Provost's Office, the Budget Office, and Procurement
• Develop and maintain processes and documentation to track hourly workers and ensure compliance with institutional policies
• Navigate complex employment classification requirements and compensation structures
• Coordinate with multiple departments to facilitate seamless instructor onboarding and payment processing
• Troubleshoot payment discrepancies and resolve compensation issues in a timely manner

Vendor Management

Manage contract and payment process for vendors used by TC Academy:

• Develop a comprehensive understanding of TC’s procurement and contracting policy
• Serve as a liaison between TC’s Procurement division and TC Academy to ensure Procurement policies are being adhered to
• Ensure vendors are set up in TC’s procurement system, Unimarket
• Work with faculty and TC Academy staff to resolve time-sensitive vendor set-up issues
• Track payments made through Unimarket to ensure they are reflected in Banner, the College’s Financial system of record

Budget and Financial Management

Provide comprehensive financial oversight and support for TC Academy operations:

• Develop and monitor program budgets in collaboration with TC Academy leadership
• Track expenditures across multiple program accounts and funding sources with meticulous attention to detail
• Process and document program-related expenses, including faculty professional development and travel
• Collaborate with institutional finance teams to ensure compliance with university policies and procedures
• Prepare detailed financial reports and budget projections for programs and initiatives
• Support revenue tracking and billing processes for corporate and professional development programs
• Maintain accurate financial records and provide analytical support for budget planning and forecasting
• Assist with grant management and restricted fund compliance as needed

Collections

Manage accounts receivable and revenue collection processes:

• Create detailed invoices for bulk purchases and institutional contracts
• Follow up systematically to ensure payments are collected on invoices, demonstrating understanding of payment procedures for large districts and organizations that do business with TC Academy
• Maintain professional relationships with client finance departments and procurement offices
• Reconcile outstanding receivables on a quarterly basis with comprehensive documentation
• Prepare end of fiscal year reports for accruals and deferrals in accordance with accounting standards
• Track payment patterns and identify potential collection issues early
• Collaborate with legal and administrative teams when collection issues require escalation

Minimum Qualifications

• Bachelor's degree in Business Administration, Finance, Accounting, or related field
• Minimum of 3-5 years of experience in financial administration, budget management, or related field
• Strong understanding of higher education financial policies and procedures
• Experience with payroll systems, budget tracking, and accounts receivable management
• Exceptional attention to detail and accuracy in financial record-keeping
• Proficiency in Microsoft Office Suite, particularly Excel for budget analysis and reporting
• Experience with enterprise resource planning (ERP) systems and financial databases
• Strong analytical and problem-solving skills
• Excellent written and verbal communication skills
• Ability to work independently and manage multiple priorities in a fast-paced environment
• Demonstrated ability to build relationships with diverse stakeholders across departments

Technical Skills

• Advanced proficiency in Microsoft Excel including pivot tables, formulas, and data analysis
• Experience with financial management systems and databases
• Knowledge of payroll systems and HR information systems (HRIS)

Preferred Qualifications

• Master's degree in Business, Finance, or related field
• Experience in higher education finance, particularly with non-credit and continuing education programs
• Knowledge of Teachers College financial systems and policies
• Experience with grant management and restricted fund accounting
• Familiarity with contractor and consultant payment processes
• Previous experience in collections and accounts receivable management
• Knowledge of federal and state employment regulations
• Experience with process improvement and documentation development

Salary Range

$36.48 - $36.48

Work Modality

Hybrid