• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $78,000 to $85,000

Position Summary

Reporting to the Director of Finance and Administration (DFA), the Human Resources (HR) and Academic Affairs Manager is responsible for processing academic and administrative hiring as well as managing all administrative aspects of faculty affairs in the Department of Electrical Engineering (EE). The responsibilities include overall administration and coordination of EE tenure-track and non-tenure-track personnel reviews including tenure reviews, reappointments, promotions, tracking sabbaticals, leaves, retirements (emeritus appointments) and assisting with faculty searches and onboarding. Among other responsibilities, the Manager will initiate, review, track, and request signatory approval of Personnel Action Forms (PAF), Nominations, Rosters, Template Based Hire transactions (TBH), Position Management, e-Term, and other HR items required to manage HR/Academic appointments. The Manager serves as a key liaison with SEAS Dean’s Office to ensure timely and accurate processing of HR/Academic appointments, serves as guidance and counsel to staff and faculty on this process, maintains confidential electronic files and provides regular and ad-hoc analysis and reporting on appointment and HR data. The Manager ensures compliance with all applicable University policies and procedures and is the local expert on academic appointments and human resources.

Responsibilities

• (50%) Coordination of Hiring, Appointments, and other Personnel Transactions:

• Initiate PAFs and Nomination forms for academic and administrative positions at EE. Reviews such forms with EE DFA, and requests DFA signatory approval for submission to SEAS Dean’s Office.

• Obtain required approvals to post positions in Columbia University application systems and relevant publications and/or websites;
  Liaise with the International Student & Scholars office to complete VISA processing and extensions for international hires and employees.

• Track and ensure compliance concerning I-9 processing and upcoming/Past Visa End Date Status, etc..

• Advise the DFA on faculty affairs and HR issues which will require independent judgment and professionalism, while ensuring compliance with all applicable policies and procedures.

• Maintain a tracking system for submissions and returns of personnel transactions. Process, monitor, and track incoming Research Interns, visitors or observers.

• Coordinate the submission of the Adjunct faculty and Student Officer Rosters for Fall, Spring, and Summer semesters.

• Process letter of non-renewal (LON) requests, stipend terminations and resignations;

• Maintain all checklists and standard operating procedures for the processing of personnel transactions at EE via PAC Template Based Hire (TBH), Nomination Form, Personnel Action Form (PAF), e-Term, Interfolio and Rosters.

• (35%) Faculty Affairs

• Draft appointment letters for Dean’s Office review, and subsequent review by hiring faculty. Assist with new faculty onboarding.

• Responsible for all immigration-related needs of faculty and researchers. Advising and processing sponsorship and extensions requests for J, H, O, and TN visa holders.

• Manage all administrative aspects of tenure/tenure-track and non-tenure track appointments and personnel reviews including tenure reviews, promotions and reappointments. This includes creating dossiers in Interfolio with all the data necessary for the personnel reviews, answering questions, resolving discrepancies, and bringing issues to the attention of the DFA and Department Chair.

• Submit requests for Lecturer and Adjunct promotions and Emeritus Appointments.

• Track and report departmental faculty rankings and departmental affiliates, including sabbaticals, leaves, and retirements.

• First point of contact for all adjunct affairs including nominations, orientation files, semester parking request, and space access.

• Manage administrative aspects of faculty recruitment and researcher positions using Columbia’s job site (Interfolio (ASR) and RAPS) and update faculty recruiting database.

• (15%) HR Record Management and support:

• Manage the scanned HR documents into internal EE drives. Assign identifying attributes and maintain folder properties. Analyze data and compile regular and ad hoc reports from PAC HR Manager Reports (“data warehouse”).

• In collaboration with the Business Office Manager supervise EE Main Office work-study and casual student interns, assigning them to projects and monitoring their performance if needed.

• Field complex HR inquiries from EE staff, and faculty. Works closely with Operations Manager to process housing payments as delineated on appointment letters.

• Serve as a backup for questions related to Short-term Casual payments.

Minimum Qualifications

• Bachelor’s degree required with 3-5 years related experience required.

• Strong computer skills including proficiency with Microsoft Word and Excel, Google Drive.

• Must possess a high degree of personal integrity and ethics. Must be trustworthy with sensitive, confidential information. The incumbent must be self-directed and exercise good judgment with changing priorities. Rigorous attention to detail is a must.

• This position requires a high level of independent judgment and has responsibility to advise the Director of Finance and Administration on many aspects of academic appointments.

• Must possess strong oral and written communication skills, demonstrate strong interpersonal skills and ability to interact effectively with a wide range of constituencies and establish good rapport, trust, and collaborative working relationships.

• Must have an orientation for customer service and strong problem-solving skills. Must be able to prioritize and organize workflow, establish and achieve realistic timelines for workplace deliverables, and function with autonomy and self-direction to achieve goals and objectives.

• Positive, forward-thinking, mission-oriented attitude and sense of humor a must.

 Preferred Qualifications

• MA in Human Resources or related field

• Experience in a university setting

• Knowledge of Columbia University Systems including PAC, DIA, ASR, Interfolio.

• Positive, forward-thinking, mission-oriented attitude and sense of humor a must.

Equal Opportunity Employer / Disability / Veteran

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