HR Operations Specialist

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $70,000 - $75,000

Position Summary

Reporting to the Director of Talent Management, the HR Operations Specialist provides operational and analytical support for HR processes. The role contributes to the effective administration of TalentLink (Columbia University’s applicant tracking and recruitment management system), helps ensure the accuracy and compliance of job postings, finalist submissions, and offer approvals, coordinates candidate interview logistics and onboarding activities, and maintains HR documentation, tracking materials, and process resources.

The HR Operations Specialist exercises discretion and independent judgment in applying established HR policies, procedures, and operational guidelines to triage requests, resolve issues, identify discrepancies or exceptions, and determine when escalation or consultation is appropriate. The position also contributes to assigned projects, reporting, standard operating procedures, and process improvement efforts that enhance data integrity, operational consistency, compliance, and service delivery.

Responsibilities

TalentLink Administration

• Administer the TalentLink client experience, including system maintenance, data integrity, user access, and timely resolution or escalation of system issues.
• Support job evaluation activities by coordinating information with HR Business Partners and client departments, reviewing documentation for completeness, and ensuring submissions comply with established classification and policy requirements.
• Review job postings, finalist submissions, and offer approvals for accuracy, pay transparency requirements, posted qualifications, and applicable compensation and recruitment standards; identify discrepancies and coordinate corrective action.
• Troubleshoot TalentLink issues for HR staff and hiring teams, resolving what falls within standard procedure and escalating genuinely complex system issues.
• Work directly with local HR, serving as a point of contact on TalentLink-related questions and process guidance.
• Maintain compliance logs, audit documentation, and operational records; identify exceptions and coordinate appropriate follow-up or escalation.
• Assist with internal mobility processes within TalentLink, ensuring internal candidates are properly identified, tracked, and routed per policy.

 Candidate Interview Coordination

• Independently manage interview scheduling across competing stakeholder calendars, resolving conflicts and prioritizing without needing sign-off on routine trade-offs.
• Serve as the primary point of contact for candidates on scheduling and logistics, using judgment on when a delay or issue needs to be surfaced versus handled directly.
• Proactively flag scheduling conflicts or candidate concerns before they become problems.

Executive and HR Administrative Support

• Provide executive-level operational support to the AVP of HR Strategy and Operations, including coordinating schedules and meetings, preparing materials, documenting key discussions and action items, and tracking follow-up activities.
• Support assigned special projects by preparing materials, organizing tasks and timelines, tracking milestones, and communicating project status and follow-up needs.
• Working with the AVP, provide HR administrative support for CUHR by managing onboarding for Central HR colleagues, coordinating required documentation and processing, supporting personnel-related transactions, maintaining HR records and tracking materials, identifying process or documentation issues, and assisting with HR initiatives and special projects as assigned.

HR Process Management

• Support onboarding activities for Talent Search Services, including new hire documentation, Central New Hire Orientation enrollment, ID card coordination, and People at Columbia (PAC) transactions; identify processing issues and escalate complex matters as appropriate.
• Develop, update, and maintain standard operating procedures, workflow documentation, and HR reference materials to promote consistency, accuracy, and accessibility of operational information.
• Maintain shared operational resources, including Google Drive content, templates, tracking documents, and other centralized materials, to ensure information remains accurate, current, and accessible.
• Contribute to process improvement initiatives by analyzing current workflows, documenting recommendations, monitoring implementation, and evaluating operational effectiveness.
• Support special projects as assigned.

Minimum Qualifications

• Bachelor’s degree and/or its equivalent.
• 2–4 years of related experience.
• Demonstrated ability to exercise independent judgment in applying HR procedures, triaging requests, identifying exceptions, and determining when escalation or consultation is appropriate.
• Strong analytical skills and ability to interpret HR data, identify trends, and translate findings into practical recommendations.
• Proficiency with Excel, including pivot tables, lookups, charts, and quantitative analysis; experience with dashboards or reporting tools.
• Experience with HR systems such as PageUp, Maxient, PeopleSoft (PSFT), or similar platforms.
• Strong written and verbal communication skills, including the ability to prepare clear guidance, summaries, reports, charts, and briefing materials.
• Demonstrated ability to manage multiple priorities, maintain accuracy, and work independently in a fast-paced environment.
• Ability to use technology and emerging tools, including artificial intelligence (AI), to improve HR processes, reporting, data quality, or service delivery.

Preferred Qualifications

• Experience supporting Talent Acquisition, HRBPs or HR shared services in a decentralized or complex institutional environment, such as higher education, healthcare, or research.
• Advanced Excel, data visualization, or dashboard experience using tools such as Excel, Tableau, Power BI, or Google Looker.
• Familiarity with AI-enabled automation or analytics tools used to improve HR efficiency, data accuracy, or decision-making.
• Experience documenting or improving HR workflows, controls, standard operating procedures, or service-delivery processes.

Equal Opportunity Employer / Disability / Veteran

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