Dissertations and Database Manager

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $65,000 - $70,500

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Assistant Dean of Graduate Studies, the Dissertations and Database Manager is responsible for all operations of the Dissertation Office. This role is responsible for maintaining accurate student records in the internal and University-wide student information databases, providing forms and guidelines for PhD students in the Graduate School of Arts and Sciences (GSAS), PhD students throughout professional schools at Columbia, and PhD students at Teacher’s College. Responsibilities include tracking prospectus defenses; tracking and conferring the MPhil degree; processing defense applications; verifying degree certification and conferral for the PhD; and overseeing the dissertation deposit process. The ideal candidate will have experience with databases and reporting, is highly organized, can handle competing deadlines, and responds quickly and accurately to time sensitive requests.

Responsibilities

• Creates, updates, and maintains accurate records related to student academic progress in the GSAS student record Salesforce CRM; verifies degree certification and conferral for the MPhil, DMA, and PhDs, including all PhD programs outside of GSAS; tracks GSAS prospectus defenses; tracks and confers the MPhil degree; helps Assistant Dean of Graduate Studies coordinate the GSAS dissertation progress meeting requirement; confirms registration at time of distribution. (40%)
• Reviews and submits for Dean’s approval dissertation committee members and ensures compliance with GSAS rules; maintains and updates academic advisor data in University's Student Information System (SIS) and GSAS student record Salesforce CRM; keeps an accurate list of approved committee members and dissertation sponsors. Monitors all dissertation defense committee materials, tracks all PhD defense results, and shepherds each dissertation through formal electronic deposit for PhD degree candidates. (20%)
• Communicates regularly with students, faculty, and academic department administrators regarding GSAS and University policies related to awarding of degrees; handles correspondence for the Dissertation Office and is responsible for responding to all e-mail inquiries in a timely manner; and ensures website information is current regarding rules and regulations for dissertation deposits and copyright registrations. (15%)
• Works with Columbia University Libraries on issues related to electronic dissertation deposits; oversees deposit process with Columbia Libraries (Academic Commons) and any work with ProQuest or other databases. (10%)
• Prepares eligibility reports for graduating doctoral students with regard to GSAS Convocation and University Commencement; works with GSAS Communications to prepare the Convocation materials for graduating doctoral and masters’ students. (5%)
• With the GSAS Business office, facilitates travel reimbursements for external defense participants, prepares dissertation office billing materials, and is responsible for dissertation deposit reporting, credit card receipts, reconciliations, and refunds. (5%)
• Performs other duties and responsibilities as assigned. (5%)

Minimum Qualifications

• Bachelor's degree and minimum of 2 years related experience required;

• Demonstrated ability to work independently with a high degree of  good judgment required; strong organizational, interpersonal, analytical, time management, and written communication skills are also required.

• Accuracy in handling detailed work, excellent follow through, and the ability to work independently are critical.

• Computer proficiency essential: advanced Excel, practical experience in computer technology, relational database management,  and report writing. 

• Demonstrated ability to deal effectively, tactfully, and professionally with a diverse body of student, faculty, and staff as well as the ability to work well under pressure are essential. 

• Ability to perform off-hour work on occasion.

Preferred Qualifications

• Experience working in a University setting and with a student information system highly desired.

• Practical experience with SalesForce or similar relational database strongly preferred.

• Knowledge of FERPA and other state and federal laws related to higher education preferred. 

Other Requirements

• Interested individuals must supply a resume and cover letter to be considered an applicant.
• Subject to School business needs, GSAS may support flexible and hybrid work arrangements, coordinated within and among School units. Current practice will be discussed during the interview process.

Equal Opportunity Employer / Disability / Veteran

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