Program Support Specialist III

Program Support Specialist III

The Division of Student Affairs within Medical Education at Columbia University Vagelos College of Physicians and Surgeons (VP&S) plays a central role in coordinating, supporting, and enhancing the medical education experience and supporting student success. The Program Support Specialist III provides advanced programmatic and operational support, with a focus on leadership in program coordination and process optimization. This position serves as a program lead, taking on more complex tasks and collaborating across departments to ensure seamless program delivery, compliance with institutional policies, and operational efficiency. This role serves as a key liaison between students, faculty, and administration at VP&S.

Responsibilities

Program Coordination & Administration

• Lead and manage key student programs, including VP&S House Program, Peer Advising, International Visiting Student Program/Global Programs, and other special programs as assigned.
• Serve as a primary point of contact for students, faculty, and staff regarding student affairs policies and program-related inquiries.
• Oversee program operations, e.g. agreements/contracts with university partners, group assignments, placements, and maintenance/database management for applications and records.
• Development and execution of workshops, events, and student programming with a focus on engagement and community building.
• Communications with students and institutional partners.
• Support compliance with institutional policies and accreditation requirements related to student programs, ensuring adherence to established guidelines.
• Coordinate with the Vice Dean for Community Health, NYP - ACN, Vice Dean for Education, ColumbiaDoctors Chief Medical Officer, General Counsel, Clinical Departments, and other education leaders to strategize on how to best support health care operations in the Student Run Clinics.
• Manage the admissions and application processes for the student run clinics.
• Oversee the budgeting and financial reporting for student-run clinics, ensuring student physicians understand the financial implications of expenditures and take responsibility for managing funds allocated for patient care.
• Provide guidance on healthcare systems and medical insurance to assist students in referring patients to affordable care within the Columbia/NYP system and beyond.
• Counsel students on leadership practices within clinic operations.
• Keep the Vice Dean for Education informed on all program-related operations.
• Ensure program processes align with institutional requirements for patient care, student safety, and operational guidelines.

Data Management & Reporting

• Create and maintain student databases, tracking enrollment changes, leaves of absence, research terms, and dual-degree status.
• Ensure accurate record-keeping for student programs, events, and financial transactions.
• Assist with data collection and reporting for program assessments and institutional requirements.
• Proactively identify and implement innovations in data management, ensuring compliance with evolving institutional needs.
• Use student information systems and platforms to track student engagement and program effectiveness.

Operations & Financial Support

• Track and process financial transactions, reimbursements, and invoices related to student programs and special projects.
• Oversee program operations, e.g. agreements/contracts with university partners, group assignments, placements, and maintenance/database management for applications and records.
• Oversee budgeting and financial reporting for student-run clinics and other student programs.
• Manage procurement processes, including ordering program materials and coordinating vendor payments.
• Work with institutional guidelines to support financial and operational processes, ensuring program needs are met efficiently.

Student Affairs Event Support

• Support the planning and execution of major school events, such as Orientation, White Coat Ceremony, Transition Ceremony, Match Day, Commencement, and other related events.
• Assist with co-curricular student programming, collaborating with student organizations and other education/administrative offices.
• Oversee event logistics, including scheduling, vendor management, space reservations, and communications.
• Occasional evening support may be required for student activities and special events.
• Utilize event management platforms and/or internal tools to support event logistics and student engagement tracking.

People

• Act as a key advisor for complex student inquiries, ensuring accurate interpretation of program requirements, compliance protocols, and resolution of escalated issues.
• Foster collaboration across departments and cultivate partnerships with institutional stakeholders to enhance program delivery.
• Support and mentor junior staff, providing training, guidance, and support for program policies, processes, and best practices.
• Work closely with leadership and student leaders to support student-run organizations and initiatives.

Other Duties

• Perform additional responsibilities as assigned to support the mission of the Office of Student Affairs.

Minimum Qualifications

• 4 years related experience
• Bachelor's degree or equivalent in education and experience required

Preferred Qualifications

• Master's degree in Public Health, Public Administration, Higher Education Administration, Healthcare Management, or a related field.
• Experience working with residents, graduate, or medical students in an academic clinical setting.
• Familiarity with education policy development, student services operations, and financial management in academic medicine.
• Strong budgeting and financial reporting skills.
• Proficiency in student information systems, event management platforms, and Microsoft Office Suite.

Other Requirements

• Bachelor's degree or equivalent required.
• Minimum four years of experience in academic medicine or a health-related field (e.g. health professions schools, clinical or hospital environment).
• Exceptional verbal and written communication skills, with the ability to adapt messaging for diverse stakeholders, including faculty, students, and institutional leadership.
• Organizational skills with demonstrated experience managing multifaceted workflows and competing priorities in a high-paced environment.
• Strong interpersonal skills with a proven ability to exercise discretion, sound judgment, and professionalism when handling sensitive or complex issues.
• Proven track record of working independently to manage high-level responsibilities while consistently meeting deadlines and producing quality outcomes.
• Willingness to work evenings and weekends as needed to support student activities, student-run clinics, and special events.
• Proficiency in data management and student information systems.
• Familiarity with financial tracking and budget management processes in an academic setting.

Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.