- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Salary Range: $73,000 to $80,000
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
Under general direction of the Director of Faculty Affairs, the Manager of Faculty Affairs will serve as a liaison in academic personnel transactions, training, and faculty and academic personnel searches, and will be responsible for overseeing the implementation of Columbia policies and regulations set forth by the Provost Office, ISSO, EOAA, and other university divisions within the School of Engineering and Applied Science.
Responsibilities
- (50%) Academic Affairs (Appointments Personnel Transactions):
Reviews and provides Dean’s Office signatory approval of Personnel Action Forms and Nomination forms for new and existing academic hires at SEAS, including but not limited to faculty, researchers, and graduate student workers. Maintains tracking system for submissions and returns of personnel transactions, and provides regular and ad hoc reporting. Coordinates with SEAS departments on the submission of Adjunct Faculty and Student Officer Rosters for Fall, Spring, and Summer semesters. Assists Dean’s Office with Faculty and Officers of Research E-comp recertification each fiscal year .Coordinates exception requests through other Columbia offices. Serves as a liaison between department personnel and the Provost’s Office on questions pertaining to academic appointments policies and procedures.
Processes Faculty Housing, Postdoctoral Research Scientist, and related miscellaneous additional compensation payments approved by the Dean’s Office.
- (15%)Academic Appointments Policies and Procedures:
Stays proactive and up-to-date on the latest academic appointments policies, procedures, and system changes as communicated by CUHR, the Provost’s Office, and other peer networks to adopt and utilize the latest effective tools and tips, and to ensure departmental compliance. Understands, interprets, and applies School and University policies and procedures, and enforces compliance with required regulations.
Develops, disseminates, and maintains all checklists and standard operating procedures for the processing of personnel transactions at SEAS via PAC Template Based Hire (TBH), Nomination Forms, Personnel Action Forms (PAF), e-Term, and Rosters. Documents faculty affairs and academic appointment process workflows and maintains process documentation.
Creates and maintains effective templates, user manuals, spreadsheets, and tracking tools to improve organization and effectiveness of academic affairs Payroll functions, including maintaining rosters for appointments and reappointments. Manages all relevant PeopleSoft academic affairs processes. Works competently and collegiately with departmental hiring managers and fiscal staff.
Develops and maintains reports to establish effective auditing and tracking procedures to ensure correct functioning of personnel actions.
- (10%) Training:
Provides training to department staff on academic personnel transactions. Develops academic appointments best practices and disseminates guidance to department staff. Serves as a liaison in the Dean’s Office with the nine Columbia Engineering departments to address inquires and requests.
- (10%) Academic Searches:
Reviews academic job postings and troubleshoots questions from department staff about use of the Academic Search and Recruiting module in Interfolio. Gathers information for search initiations, search waivers, reappointments, and promotions. Collects applications and provides administrative support to search and review committees; provides advice on search process requirements. Maintains records documenting academic affairs searches, recruitment, and appointment/promotion processes. Works with departments to ensure timely background checks for faculty hires.
- (10%) Data Management:
Uploads scanned academic documents to the online depository management system, assigns file attributes and folder locations, and maintains folder properties. Archives and assigns retention schedules for terminated employee files.
Analyzes data and compiles regular and ad hoc reports from PAC HR Manager Reports (“data warehouse”), SEAS HR databases, and other sources. Develops and maintains tools (databases/spreadsheets) for tracking and reporting academic appointments-related activities as needed. Serves as the point person for gathering and maintaining academic appointments payroll data. Effectively leverages Excel and similar tools to create and run reports.
- (5%) Other: Performs other related duties and special projects as assigned.
Minimum Qualifications
- Bachelor’s degree and/or its equivalent in working with administrative processes or an equivalent combination of education and experience. Minimum of 3-5 years of relevant experience in Academic Affairs, Faculty Affairs, and/or Human Resources.
- Must possess strong computer skills including proficiency with Microsoft Word and Excel. Demonstrated experience in managing complex administrative processes. Demonstrated experience in training. Excellent communication skills. Demonstrated problem-solving and analytical skills. High level of independent judgment and sensitivity. Demonstrated ability to work well with colleagues. Experience with PowerPoint, Visio, Access, and Adobe Acrobat preferred.
- Must possess a high degree of personal integrity and ethics.
- Must possess strong oral and written communication skills. Must demonstrate strong interpersonal skills and ability to interact effectively with a wide range of constituencies and to establish rapport, trust, and collaborative working relationships. Must have an orientation toward customer service and strong problem-solving skills. Must be able to multi-task in a high-volume environment, prioritize and organize workflow, establish and achieve realistic timelines for workplace deliverables, and function with autonomy and self-direction to achieve goals and objectives.
- Rigorous attention to detail and accuracy is a must. Positive, forward-thinking, mission-oriented attitude and sense of humor is a must. Ability to creatively solve problems in order to meet goals and objects.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Commitment to Diversity
Columbia University is dedicated to increasing diversity in its workforce, its student body, and its educational programs. Achieving continued academic excellence and creating a vibrant university community require nothing less. In fulfilling its mission to advance diversity at the University, Columbia seeks to hire, retain, and promote exceptionally talented individuals from diverse backgrounds.