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

Position Summary

The Data Science Institute (DSI) at Columbia University is a world-leading institute in research and education in the theory and practice of the emerging field of data science. The Data Science Institute's mission involves advancing the state of the art in data science; transforming all fields, professions, and sectors through the application of data science, while ensuring the responsible use of data for the benefit of society.

Reporting to the Director of Human Resources, the Human Resources Manager plays a key role in the management of all human resource functions at the Data Science Institute (DSI). Key responsibilities include the management and execution of recruitment, onboarding, and HR operations processes. This position serves as the main point of contact for the Human Resources team, responding to all inquiries and escalating to the Director as necessary.

Responsibilities

Recruitment and Onboarding

• Manages requests for recruitment initiations and hiring waivers. Provides guidance to hiring managers and search and review committees and ensures the completion of process requirements. Tracks all requests for approval by DSI leadership. 
• Partners with hiring managers on academic and administrative personnel searches, including but not limited to, drafting job descriptions and recruitment plans, posting positions on  University job sites (Talentlink and ASR/Interfolio) and external advertising sources, creating interview guides and templates, scheduling interviews, and gathering search committee feedback, requesting background checks and managing offers.
• Manages the onboarding process ensuring timely communication and collaboration with hiring managers, the Operations, Finance and Communications team towards the timely completion of all onboarding steps.
• Implements processes that increase efficiency and provides a seamless experience for all stakeholders. Works closely with the Business Manager to ensure hiring paperwork is processed in accordance with Payroll deadlines. 
• Serves as the first point of contact for new hires at the Institute, providing offer letters and new hire paperwork and addressing questions or concerns.
• Coordinates related activities (i.e. visa applications, CU new hire orientation, postdoc housing applications, etc.).
• Conducts DSI New Hire Orientation sessions.
• Proactively initiates visa applications for all Officers of Research joining or within the Data Science Institute.
• Ensures visas are accurately processed, monitors and follows up on all necessary processes.

Postdoctoral Fellows Program

• Leads the program operations/management of the full life-cycle for the Institute’s Postdoctoral Fellows program (including, but not limited to, marketing, recruitment, application preparation, screening, sourcing faculty reviewers and mentors, and release of offers for employment,) in partnership with the Institute’s leadership team Tracks all aspects of postdoctoral appointments, and serves as a point of contact day to day operational questions for the postdoctoral scholars.

Human Resources Operations

• Meets with Principal Investigators and Officers of Research regarding reappointments and visa needs.
• Provides pertinent information to facilitate the collection of necessary documents.
• Ensures proper tracking of all Institute staff, postdoc, and associate research scientists/scholars for time-off/vacation/sick time.
• Manages HR inbox, ensuring timely responses to inquiries and resolutions of issues, and troubleshooting any technical issues that are reported in human resources systems.
• Maintains and updates human resource records including personnel files, job descriptions and org charts.
• Gathers and analyzes Human Resource Data and creates reports for DSI leadership and internal and external stakeholders. 
• Liaises with the Human Resources and Finance team to ensure the timely and accurate execution of all human resources and payroll operations. 

Special Projects

• Works closely with the Director of Human Resources to develop and implement strategic human resource programs for the Institute, including the development and implementation of a robust performance management system, learning and development initiatives, programs designed to increase employee engagement, and special projects.
• In collaboration with the Director of Human Resources, oversees coordinated activities for the Institute’s annual reporting requirements with the Office of the Provost and the City of New York; in concert with the Institute’s leadership team and affiliated University constituents, to include but not limited to, recording and reporting on the state of the Institute’s faculty, research and administrative hiring & appointments, and summarization of all programmatic & educational activities. 

Compliance

• Stays up-to-date with evolving federal, state, local, and University policies, procedures, and regulations related to human resources.
• Communicates updates to colleagues as necessary to ensure compliance with institutional policies.
• Applies internal controls and identifies potential audit flags, making recommendations for corrective actions where necessary.
• Serves as backup for the Operations Coordinator on day-to-day operational tasks. Performs other tasks, duties, responsibilities, and special projects as assigned.

Minimum Qualifications

• Bachelor’s degree or its equivalent, and a minimum of 3 years of related experience in human resources and academic operations required.
• Must be able to work both independently and as part of a broader team.
• Exercise sound judgment and discretion; work well under pressure with competing priorities and deadlines. 
• Experience with database software, word processing and spreadsheet software, and comfortability learning new technology to support the position will be critical. 
• Highly detailed oriented, strong organizational skills and effective communication style (verbal & written) will be essential.
• Must possess the ability to work effortlessly and efficiently with a broad constituency of internal and external collaborators. 

Preferred Qualifications

• Experience in higher education or other large, complex organizations preferred.
• Familiarity with Columbia financial systems (ARC), human resource systems (PAC, Interfolio/TalentLink), and experience with processing employment for those requiring a visa for work authorization desired.
• Prior experience with tools to support marketing and advertising a plus (i.e., Adobe Creative Suite).

Equal Opportunity Employer / Disability / Veteran

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