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HR Administrative Coordinator - CCTI

Medicine

HR Administrative Coordinator - CCTI

  • 528181
  • Medical Center
  • Medicine
  • Full Time
  • Opening on: Jul 29 2022
  • Grade 104
  • Job Type: Officer of Administration
  • Bargaining Unit: n/a
  • Regular/Temporary: Regular
  • End Date if Temporary: n/a
  • Hours Per Week: 35
  • Salary Range: Commensurate with experience

Position Summary

The Administrative Coordinator will be responsible for the preparation and processing of the CCTI’s faculty, research and staff hires, as well as providing general administrative and operational support within the operations unit of the department.


Responsibilities

  • Coordinate the recruitment, visa, appointment/reappointment and promotion processes, for faculty, staff, and visitors. Prepare forms and onboarding packages.
  • Assist with the process of new and renewal visas for international employees and observers, using the International Students and Scholars Office Compass system.
  • Maintain up to date and accurate appointments and recruitments log. Present weekly reports and status of pending tasks to the Director of Operations and Chief of Staff.
  • Coordinate all aspects of onboarding for academic positions, including but not limited to assuring onboarding health and regulatory appointments, inclusion in new hire lists and introduction at CCTI meetings.
  • Assist with scheduling interviews, calendar invites, escorting candidates, assisting with travel for faculty recruits, ordering meals, planning events, and scheduling rooms.
  • Work directly with faculty and hiring managers to secure position description, pre-approvals and other information to begin the hiring process.
  • Provide constant communication on status of appointments and work together with central offices to secure timely hire of faculty and research staff.
  • Assist with staff recruitment, advertising, LinkedIn reach-outs, Handshake submissions, preparing and processing job descriptions for posting.
  • Help with recruitment coordination and onboarding process directly with hiring managers. Coordinate preapproval process and posting process.
  • Manage timekeeping procedures for officers and support staff, collecting and processing time-off trackers and bi-weekly timesheets.
  • Communicate effectively with faculty and staff to maintain compliance with university and federal requirements for handling of employment offers.
  • Provide backup administrative support and perform additional responsibilities as needed.

Minimum Qualifications

  • Bachelor's degree or equivalent in education and experience, plus three years of related experience
  • Computer literate with proficiency in MS Office software, including Excel and Word
  • Excellent communication, organizational and interpersonal skills
  • Ability to work under pressure in a fast-paced environment with a sense of urgency
  • Ability to undertake multiple tasks, constantly set and reassess priorities to meet deadlines
  • Well-developed level of discretion and confidentiality
  • Service oriented background
  • Familiarity with visa types and options for immigration

Preferred Qualifications

  • Master’s degree would substitute in part for experience

Other Requirements

  • Successful completion of applicable compliance and systems training requirements

Equal Opportunity Employer / Disability / Veteran

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

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