Program Support Specialist II

Position Summary

The Office of Student Diversity, Inclusion, and Belonging (OSDIB) at Columbia Vagelos College of Physicians and Surgeons (VP&S) is committed to nurturing the diversity of our institution by actively recruiting, enrolling, and graduating a diverse population of students. Whether through our various pathway programs for pre-college and pre-medical students or through the intergenerational connections fostered within our diversity alliance, we maintain a strong sense of camaraderie at VP&S. This multicultural community ensures a comprehensive and enriching learning experience for all students.

Responsibilities

• Organizes and executes program logistics
• OSDIB and application management, including planning communication and organizing scheduling of informational sessions
• Attends and is available to support events during evenings and weekends
• Responsible for ongoing development, planning, and continuous optimization of all activities related to programs application processes, application review, and participant selection
• Participates in advancing pathway and professional development programs, workshops, and symposia for participants, students, faculty, and staff related to OSDIB
• Captures and organizes data for reporting and evaluation purposes
• Coordinates program reporting and renewal procedures
• Serves as a liaison for internal offices and participants
• Provides general administrative support with e-blasts, phone coverage, meeting arrangements, food orders, etc.
• Under guidance from Human Resources and program leadership, coordinates seasonal hiring and supports administrative activities, including but not limited to interviewing and offering coverage for processing of timesheets
• Offers technical support for all aspects of recordkeeping and ensures compliance with data entry and reporting requirements
• Develops, prepares, compiles, proofreads, distributes, and regularly updates materials for a wide range of audiences
• Maintains accurate records of student interactions, program participation, and outcomes for reporting and evaluation purposes
• Collaborates, and builds strong relationships with departmental leadership and peers in other Medical Education business units
• Identifies opportunities for increased cross-functional collaborations, including building relationships with external parties, including but not limited to educational institutions, vendors, or membership organizations
• Helps train, onboard, and offer guidance to seasonal staff
• Affirms and supports the hiring process by collaborating closely with the Human Resources department to ensure effective candidate sourcing, screening, and selection, while maintaining strict adherence to organizational policies and regulatory compliance standards
• Engages in training and professional development opportunities to enhance support skills and knowledge
• Supports tracking financial aspects of office and/or grant-funded programs, including collecting data for budget development, expenditure tracking and compliance with grant guidelines and regulations
• Conducts project management activities for projects assigned by leadership, including those related to community networking and pathway program expansions
• Additional administrative duties as assigned

Minimum Qualifications

• A bachelor’s degree and three (3) years relevant experience
• The equivalent in education, training, and professional experience can be substituted for the degree requirement
• At least one year of experience in student support or program coordination
• Demonstrated commitment to diversity and inclusion initiatives

Preferred Qualifications

• Excellent interpersonal, writing, and communication skills
• Proficiency of Microsoft Office Suite, especially Microsoft Word and Excel
• Ability to successfully prioritize multiple responsibilities and projects
• Strong sense of teamwork including the ability to establish and maintain strong relationships
• Ability to manage professional relations with various constituencies and represent the programs, department, and institution in a positive manner will be expected