• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $62,000 to $70,000

Position Summary

Columbia Engineering, also known as The Fu Foundation School of Engineering and Applied Science, is one of the top engineering schools in the United States, located in New York City. Renowned for its rigorous academic programs, cutting-edge research, and esteemed faculty, Columbia Engineering offers a comprehensive education in various engineering disciplines. The school is also deeply committed to diversity and inclusion, fostering a supportive and dynamic community for students from all backgrounds. With strong industry connections and a strategic location in the heart of NYC, graduates are well-positioned for successful careers in academia, industry, and beyond.

Under the general direction of the Executive Director of Academic Appointments and Faculty Affairs, and working closely with the Manager of Academic Appointments, the Academic Appointments Officer will assist with academic personnel transactions, training, and faculty and academic personnel searches, and will assist with departments adhering to the Columbia policies and regulations set forth by the Provost Office, ISSO, EOAA, and other university divisions within the School of Engineering and Applied Science.

Responsibilities

• (75%) Appointments Personnel Transactions: Processes Personnel Action Forms, Intent to Sponsor requests, Visiting Student Intern requests, AWA additional compensation requests, and Nomination forms for new and existing academic hires at SEAS, including but not limited to faculty, researchers, and graduate student workers.
  • Assists with tracking system for submissions and returns of personnel transactions, and provides support for regular and ad hoc reporting.
  • Review and analyze Adjunct Faculty and Student Officer Rosters for Fall, Spring, and Summer semesters. Assists Dean's Office with Faculty and Officers of Research E-comp recertification each fiscal year. Coordinates exception requests through other Columbia offices.
  • Respond to department personnel and the Provost's Office on questions pertaining to academic appointments policies and procedures.
  • Processes Faculty Housing, Postdoctoral Research Scientist, and related miscellaneous additional compensation payments approved by the Dean's Office.
  • Processes Protection of Minor Background checks, Creation of UNIs for SEAS Outreach program, Coordinates and processes the hiring for PDL Adjunct Hires and serves as liaison with Engineering Student Affairs and the SEAS Academic departments.
  • Provides guidance and support to large research centers managed by SEAS as needed in hiring of their academic personnel.

• (10%) Academic Appointments Policies and Procedures: Stays proactive and up-to-date on the latest academic appointments policies, procedures, and system changes as communicated by CUHR, the Provost's Office, and other peer networks to adopt and utilize the latest effective tools and tips, and to ensure departmental compliance.
  • Understands, interprets, and applies School and University policies and procedures, and enforces compliance with required regulations.
  • Disseminates, and maintains all checklists and standard operating procedures for the processing of personnel transactions at SEAS via PAC Template Based Hire (TBH), Nomination Forms, Personnel Action Forms (PAF), e-Term, and Rosters.
  • Documents faculty affairs and academic appointment process workflows and maintains process documentation. Maintains effective templates, user manuals, spreadsheets, and tracking tools to improve the organization and effectiveness of academic affairs Payroll functions, including maintaining rosters for appointments and reappointments.
  • Manages all relevant PeopleSoft academic affairs processes.
  • Works competently and collaboratively with departmental hiring managers and fiscal staff.

• (5%) Training: Assists with training support to department staff on academic personnel transactions. Provides best practices and disseminates guidance to department staff. Liaise with the Columbia Engineering academic departments to address inquiries and requests.

• (5%) Data Management: Uploads scanned academic documents to the online depository management system, assigns file attributes and folder locations, and maintains folder properties.
  • Manages tools (databases/spreadsheets) for tracking and reporting academic appointment-related activities as needed.
  • Point person for gathering and maintaining academic appointments payroll data.

• (5%) Other: Performs other related duties and special projects as assigned.

Minimum Qualifications

• Bachelor's degree and/or its equivalent in working with administrative processes or an equivalent combination of education and experience.

• Minimum of 1-2 years of relevant experience in Academic Affairs, Faculty Affairs, and/or Human Resources.

• Must possess strong computer skills including proficiency with Microsoft Word and Excel. Demonstrated experience in managing complex administrative processes.

• Demonstrated experience in training, problem-solving skills, and ability to work well with colleagues. Excellent communication skills.

• High level of independent judgment and sensitivity. Experience with PowerPoint, Visio, Access, and Adobe Acrobat preferred.

• Must possess a high degree of personal integrity and ethics.

• Strong interpersonal skills and ability to interact effectively with a wide range of constituencies and to establish rapport, trust, and collaborative working relationships.

• Must have an orientation toward customer service and strong problem-solving skills.

• Able to multi-task in a high-volume environment, prioritize and organize workflow, establish and achieve realistic timelines for workplace deliverables, and function with autonomy and self-direction to achieve goals and objectives.

• Rigorous attention to detail and accuracy is a must. Positive, forward-thinking, mission-oriented attitude and sense of humor is a must. Ability to creatively solve problems in order to meet goals and objects.

• Must possess strong oral and written communication skills.