• 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

The HR Specialist supports Client Services by strengthening HR service delivery, maintaining operational systems, and enhancing tools, workflows, and data to drive greater efficiency and consistency within the team. Working as part of Central HR, the position contributes to advancing a client-centered, data-informed HR model that emphasizes innovation, operational excellence, and the thoughtful integration of artificial intelligence (AI) to improve efficiency, insights, and overall service delivery.

The HR Specialist leads the administration of the TalentLink client-facing experience and job evaluation processes, ensures posting and pay compliance, manages the employee relations (ER) tracking system, and partners with the Talent Search Services team to support onboarding activities in PAC. The role also maintains dashboards, produces reports, drafts client communications, and contributes to special initiatives that enhance accuracy, consistency, and the overall client experience.

This hands-on position focuses on strengthening processes, improving systems, and advancing continuous improvement efforts that leverage data and emerging technologies to enhance service quality. The role requires curiosity, analytical thinking, and a proactive approach to finding smarter, more efficient ways to deliver HR services. It offers direct exposure to core HR operations and provides a strong foundation for growth into specialized or generalist HR career paths.

Responsibilities

1. TalentLink Administration & Compliance

• Administer the TalentLink client-facing experience, ensuring accurate data, appropriate permissions, and responsive user support.
• Help support the job evaluation process with HRBPs and departments to ensure alignment with policy and classification structures.
• Review job postings for accuracy, pay transparency, and compliance with compensation guidelines.
• Validate finalist submissions for alignment with posted qualifications and salary standards.
• Ensure compliance with pay transparency, compensation, and recruitment requirements, maintaining documentation and supporting corrective actions when needed.

2. Employee Relations Case Tracking & Data Integrity

• Serve as functional lead for the ER case-tracking system (e.g., Maxient), ensuring consistent entry, updates, categorization, and closure.
• Monitor data quality and strengthen documentation standards, workflow clarity, and reporting consistency.
• Partner with HRBPs to ensure accurate case management and timely data reporting.

3. Dashboards, Reporting & Analytics

• Maintain and update client service dashboards that track HRBP metrics, time-to-hire, salary exceptions, job evaluations, and ER case trends.
• Produce routine and ad hoc reports using PSFT Query, TalentLink, Maxient, and Excel.
• Analyze data to identify trends, opportunities for process improvement, and insights that inform HRBP strategy and client discussions.
• Develop visualizations and briefing materials to support HR leadership in data-driven decision-making.

4. HRBP & Client Support

• Partner with HRBPs on reorganizations, layoffs, policy interpretation, and employee relations activities.
• Draft and prepare communications, templates, and guidance materials for HRBPs and client departments.
• Provide meeting support, including note-taking, document preparation, agreement drafting, and coordination of approvals.
• Maintain HRBP resources, including templates, SOPs, and workflow documentation, ensuring consistency and accessibility.

1. Recruitment

• Provide recruitment support to the Talent Acquisition team.
• Schedule interviews (including panels), manage logistics, send confirmations and prep materials.
• Act as the candidate point-of-contact, provide timely updates, and troubleshoot scheduling issues.
• Coordinate Talent Search Services onboarding activities including helping process new hire paperwork, ID card, enrollment in Central New Hire Orientation, and initiating Template Base Hire (TBH) or Rehire entry into People at Columbia (PAC), ensuring accurate and timely entry of new hire information.

1. Practice Operations & Collaboration

• Support special initiatives assigned by the Executive Director, coordinating activities, developing materials, and tracking progress.
• Maintain compliance logs, audit documentation, and process review records.
• Prepare agendas, presentations, and materials for Client Services team meetings and HRBP forums.
• Collaborate with internal HR units (Compensation, HRIS, Total Rewards, Recruitment, etc.) to ensure aligned, efficient, and client-focused service delivery.

Minimum Qualifications

• Bachelor’s degree and/or its equivalent. 
• Minimum of 2 to 3 years of HR experience in HR operations, HR systems, job evaluation, recruiting operations, or HR analytics.

Other Requirements

• Strong analytical skills with the ability to interpret HR data, identify trends, and translate findings into actionable insights.
• Proficiency with Excel (pivot tables, lookups, charts) and experience working with dashboards, reports, and quantitative data.
• Experience using HR systems such as TalentLink, Maxient, PeopleSoft/PSFT, or similar platforms.
• Demonstrated attention to detail and ability to maintain accuracy while managing multiple priorities in a fast-paced environment.
• Proven ability to communicate clearly in writing and verbally, including preparing charts, summaries, and briefing materials for HR leadership and clients.
• Experience applying technology and emerging tools, including artificial intelligence (AI), to improve HR processes, reporting, and service delivery.

Preferred Qualifications

• Bachelor's degree in Human Resources, Business, Data Analytics, or a related field.
• Experience supporting HRBPs or HR shared services in a decentralized or complex institutional environment (e.g., higher education, healthcare, or research).
• Advanced Excel or data visualization experience, including dashboards or visual reports using tools such as Excel, Tableau, Power BI, or Google Looker.
• Familiarity with AI-based automation or analytics tools used to enhance HR efficiency, data accuracy, or decision-making.
• A solutions-oriented mindset with enthusiasm for process improvement, innovation, and continuous learning in HR operations.

Equal Opportunity Employer / Disability / Veteran

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