Office Assistant (Class II)

Purpose or role of the position within the organization.

General Studies provides educational opportunities for non-traditional students, supporting the University’s mission of inclusivity and access to education.

Duties and responsibilities associated with the position and how they relate to the purpose or role.

The Office Assistant will assist with administrative tasks and student inquiries, enhancing the office's ability to support students effectively.The Columbia University School of General Studies (GS) is the finest liberal arts college in the United States dedicated to making Ivy League education accessible to nontraditional students. GS was founded in 1947 on the mission of expanding access to elite higher education, and it remains the most diverse college in the Ivy League, with many transfer, first-generation, and international students. GS students are fully integrated with Columbia’s broader undergraduate population and are taught by Columbia’s celebrated faculty. The GS Student Life Office Assistant has a role in key sectors of Student Life and Student Affairs, working with staff and students to support and extend the excellence of undergraduate education at Columbia.

General qualifications for the position and the specific qualifications for the various levels or rates of pay associated with the position.

Position Overview: Provides essential operational and programming support for the General Studies (GS) Student Life Office, serving as a key point of contact for the student community and assisting in the execution of school-wide events.

Front Desk & Administrative Support

• Customer Service: Serves as the first point of contact for the office; greets visitors with a professional demeanor and manages incoming phone calls and voicemails.

• Inquiry Management: Connects students with appropriate campus resources and ensures all in-person and digital inquiries are handled promptly and accurately.

• Operational Support: Assists with basic expense tracking and manages the distribution of materials for Student Life-sponsored initiatives.

• Problem Solving: Prioritizes daily tasks, identifies process improvements, and escalates complex concerns to management in a timely manner.

• Environment: Maintains a welcoming, high-energy atmosphere while effectively juggling tasks in a fast-paced environment.

Event & Programming Support

• On-Site Execution: Supports the full lifecycle of Student Life events, including catering logistics, campus access for deliveries, venue setup, guest check-in, and post-event breakdown.

• Community Engagement: Acts as a student ambassador at assigned events to encourage student participation and a sense of belonging.

• Inventory Management: Organizes and maintains inventory for major events and programs, including New Student Orientation, Class Day, and recurring office programs.

• Logistics & Supplies: Assists with weekly office management and the procurement of supplies for upcoming events.

• Scheduling: Occasionally supports evening programming to ensure successful event coverage.

Collaboration & Requirements

• Cross-Functional Teamwork: Collaborates closely with all GS Student Life functional areas, including FLI, Veterans, Identity-Based, Orientation, and Graduation teams.

• Adaptability: Maintains flexibility regarding work location and scheduling to accommodate ad-hoc coverage and special event needs.

• Availability: Must be available to work on Fridays.

• Other Duties: Performs additional administrative and project-based tasks as assigned.