• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $75,000 - $87,000

Position Summary

Reporting to the Associate Dean of Human Resources (HR) and Faculty Affairs, the Assistant Director will manage a broad range of complex HR and Faculty Affairs processes, including processing all instructional, research, administrative, temporary and student appointments and hires, recruitment and onboarding, payroll administration and labor accounting.

The Assistant Director is responsible for managing the operational tasks of the Human Resources department, working independently and as part of a team, while exercising discretion and judgment in performing a wide variety of confidential duties.

Responsibilities

Responsible for HRIS functions to ensure timely submission of paperwork for employment status and compensation changes including but not limited to:

• In partnership with Academic Affairs, manage the academic officer (re)appointments, leaves, reviews, promotions, visa renewals, and salary adjustments.
• Process new hires in the People@Columbia (PAC) system, monitoring to ensure employees post timely, and notifying the HR team of any delays.
• Manage payroll for hourly employees, including calculating hours accrued in compliance with the New York City Sick Leave Act, and assisting employees with payroll-related questions.
• Manage the Time, Labor and Absence Management (TLAM) system for employees, which includes approving timesheets for non-exempt employees, and tracking absence requests for exempt employees.
• Monitor the quarterly submissions of paid time-off tracking documents to ensure completion and accuracy.
• Submission of additional compensation requests while ensuring that payments are processed timely and per University guidelines and policies.
• Manage pay increases, promotions, title changes, internal transfers, part-time faculty appointment renewals, terminations, medical/personal leaves, etc., and ensure information is accurately processed in the PeopleSoft @ Columbia (PAC) and related systems.
• Responsible for HR accounting-related transactions including salary distributions, cost transfers and sponsored project reporting.
• In partnership with Finance, manage payroll budgeting, monthly, quarterly and annual reconciliations, salary distributions and cost transfers.

Responsible for successful sourcing, recruitment, pre-employment processing, and onboarding for new hires, including administrative, faculty, research, student appointments and temporary staff.

• Create job descriptions, post requisitions, and advertise; ensuring appropriate finance, departmental and University authorization is obtained.
• Conduct HR screening interviews and reference checks, when necessary. Prepare and send appropriate correspondence to candidates and internal stakeholders, as well as draft and release offer appointment letters.
• Serve as the initial point of contact for new employees including completing requisite paperwork, processing hires via University systems, sending email correspondence, and handling pre-employment screenings.
• Initiate and manage the onboarding process for new hires and appointments. Communicate with new hires and departments to ensure smooth onboarding
• Working closely with ISSO, managing the immigration/visa paperwork and process, when needed.
• Manage reclassifications/status changes/equity adjustments/rehires/internal transfers.
• Provide guidance and counseling to managers and employees on employment-related issues, such as policy interpretations, and performance concerns.
• Assist with the annual performance management and merit increase process.
• Conduct exit interviews and provide follow-up and assessment.
• Manage all leaves of absence working closely with employees requesting leave, communicating with supervisors, CUHR Leave Management, Payroll, and other stakeholders as necessary.
• Track and ensure compliance concerning I-9 processing, Conflict of Interest, Upcoming/Past Visa End Date Status, Effort Reporting, and other related compliance policies.
• Support diversity and inclusion initiatives, as set by the Dean, senior leadership, Director, Diversity, Equity, and Inclusion Officer, and strategic plan.
• Maintain accurate and up-to-date employee information in Human Resources databases (i.e. files/drives/listserves/directories, performance evaluations, leave balances and utilization, vacancies, timesheets and organizational charts).
• Maintain employee files and records, both physical and digital/electronic, in accordance with recordkeeping and retention requirements.
• Plan and manage HR-sponsored events for faculty and staff. Responsible for employee engagement activities.
• Participate in relevant HR meetings and communicate new information, as needed.
• In collaboration with the Associate Dean work on the implementation and ongoing maintenance of internal reports to improve reporting functionality on areas including, but not limited to headcount, salary, recruitment, accreditation, workload and diversity metrics.
• Provide policy guidance and information to managers, staff, and academic officers. Ensure that the School/Department complies with University policy and procedures, including collective bargaining agreements.
• Stay current on all university, state, and federal policies and guidelines as it pertains to human resources and faculty affairs. This also includes, but is not limited to, responsibility for effort reporting, conflict of interest disclosure policies, sponsored project reporting and endowment compliance.
• Participate in ad hoc projects and perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree and/or equivalent related experience required.
• Minimum of 3-5 years related experience required.
• Knowledgeable about applicable human resource policies, practices, methods, and procedures; familiar with relevant Federal, State, and local laws, regulations, codes, and/or statutes.
• Experience with Google Applications and Microsoft Office Suite is required.
• Attention to detail and the ability to multi-task is required. Ability to establish priorities and follow up on multiple issues in a time-sensitive manner. A customer service orientation and strong problem-solving skills. Excellent written and verbal communication skills. Must be comfortable working under pressure, without supervision, and demonstrate sound independent judgment. Ability to exercise a high degree of professionalism, diplomacy, discretion and collaboration in dealing with individuals at all levels. Must be able to maintain discretion and professionalism while dealing with highly confidential information.

Preferred Qualifications

• Previous experience in an academic environment.

Equal Opportunity Employer / Disability / Veteran

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