• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: Morningside
• Salary Range: $90,000 - $104,500

Position Summary

Reporting to the Director of Finance and Administration, the Assistant Director of Human Resources & Operations serves as the department’s senior administrative leader for human resources, faculty affairs, and operational functions within the Department of Mechanical Engineering in The Fu Foundation School of Engineering and Applied Science (SEAS). The Assistant Director provides strategic oversight and operational leadership for day-to-day HR, faculty appointment, space, facilities, and administrative activities that support the department’s academic, research, and administrative missions and directly supervises the Operations Manager, providing guidance and direction on operational priorities and performance.

The Assistant Director is responsible for developing, implementing, and enforcing standardized HR and operational procedures, ensuring the consistent, accurate, and compliant execution of personnel and operational transactions in accordance with departmental, SEAS, and University policies and regulatory requirements. The role actively monitors departmental activity to promote operational efficiency, risk mitigation, and alignment with institutional standards.

In close partnership with faculty leadership, the Director of Finance and Administration, SEAS Facilities, and Columbia University Facilities, the Assistant Director coordinates the planning, execution, and oversight of laboratory renovations, space reallocations, and other facilities and capital projects. The Assistant Director serves as the primary authority for the majority of HR and operational processes within the department, providing expert guidance, resolving complex issues, and ensuring continuity and effectiveness of departmental operations.

Responsibilities

HR & Faculty Affairs: 70%

  Provide comprehensive leadership and oversight of all Human Resources and faculty affairs operations for academic, instructional, research, and administrative populations, ensuring end-to-end management of appointments, reappointments, promotions, separations, and complex personnel actions in alignment with University, School, and regulatory requirements.

  Direct and manage the full lifecycle of employment for Officers of Research, Officers of Instruction, staff, and student workers, including workforce planning, recruitment strategy, onboarding, reappointments, promotions, salary and compensation actions, leaves of absence, performance-related actions, and terminations.

  Serve as the primary departmental authority and strategic liaison to central offices including Human Resources Policy & Compliance (HRPC), the Provost’s Office, ISSO, Payroll, and Legal Affairs, advising leadership on personnel actions, immigration and visa matters (H-1B, J-1, TN, OPT, etc.), risk mitigation, and compliance with University, School, federal, and state regulations.

  Oversee and ensure the accuracy, integrity, and timely processing of all HR transactions within Columbia systems including PAC, Interfolio, and related platforms, establishing internal controls, reviewing complex cases, resolving discrepancies, and implementing process improvements to enhance efficiency and compliance.

  Manage faculty and staff appointment documentation and personnel records, ensuring strict confidentiality, data integrity, and audit readiness while maintaining compliance with record retention, privacy, and institutional standards.

  Act as a trusted advisor to faculty, department administrators, and leadership, providing expert guidance on HR policies, compensation frameworks, appointment structures, visa considerations, leave management, and best practices in academic and research personnel administration.

  Develop, document, and refine departmental HR processes and workflows, proactively identifying operational gaps, policy implications, and opportunities for automation or standardization to support scalability and institutional priorities.

  Support strategic HR initiatives and change management efforts, including policy rollouts, system upgrades, compliance reviews, and cross-functional projects impacting faculty and staff populations.

  Provide training, oversight, and subject-matter expertise to departmental administrators and staff on HR policies, systems, and procedures, promoting consistency, accuracy, and adherence to University standards across all personnel actions.

Operations: 20%

Directly supervise the Operations Manager, providing guidance on operational priorities, workload management, performance expectations, and professional development to ensure the effective execution of departmental operations.

   Provide strategic oversight and operational leadership for departmental space planning and utilization, including offices, laboratories, instructional, and research areas; lead laboratory refreshes, renovations, and reallocations to support evolving academic, research, and staffing needs while optimizing space efficiency and compliance.

  Serve as the primary departmental liaison and operational authority for Facilities, Capital Assets, Public Safety, Environmental Health & Safety (EH&S), and other central partners, coordinating day-to-day operations, escalations, inspections, and long-term planning to ensure uninterrupted departmental operations and regulatory compliance.

  Direct the planning, acquisition, lifecycle management, and disposition of capital equipment, ensuring adherence to University procurement policies, asset management requirements, funding restrictions, and audit standards while supporting research and instructional priorities.

  Lead and contribute to capital project planning and execution, collaborating with School and University stakeholders to scope projects, develop timelines, manage approvals, and ensure renovations and infrastructure upgrades align with institutional standards, safety requirements, and strategic objectives.

  Oversee inventory control, space records, and asset tracking, ensuring accuracy and completeness of departmental data and supporting annual reporting requirements related to space utilization, capital assets, and compliance audits.

  Identify and implement operational improvements and risk mitigation strategies, proactively addressing space constraints, infrastructure needs, safety considerations, and operational inefficiencies through data-driven planning and cross-functional coordination.

  Advise departmental leadership on operational strategy and resource allocation, providing analysis and recommendations related to space utilization, capital investments, and long-term facilities planning.

  Support emergency preparedness and continuity of operations, coordinating with Public Safety, Facilities, and EH&S to address incidents, inspections, and compliance actions affecting departmental spaces and personnel.

Other: 10%

Performs other tasks, duties, and responsibilities as required.

Minimum Qualifications

Bachelor’s degree and/or its equivalent required, with a preference in HR, management, or relevant fields. 

Minimum of 3-5 years hands on experience in administration and management.

Experience in higher education or other large complex institution.

Excellent judgment, discretion, and stakeholder communication with faculty, staff, and central offices.

Clear, professional written and verbal communication.

Supervisory experience coordinating at least one direct report including workload planning, coaching, and performance feedback.

Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook required.

Preferred Qualifications

• N/A

Equal Opportunity Employer / Disability / Veteran

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