• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $80,000 to $90,000

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 general direction of Executive Director of Academic Appointments and Faculty Affairs, the Assistant Director of Academic Appointments will work closely with the Manager of Academic Appointments and Academic Appointments Officer and serve as liaison in academic personnel transactions, short-term visitor requests, training, faculty searches, and responsible for overseeing the implementation of 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

(60%) Academic Affairs (Appointments Personnel Transactions):

• Responsible for staying proactive and stay up to date on the latest policies, procedures, and system changes as communicated by CUHR and Provost Office, and other peer networks to adopt and utilize the latest effective tools and tips, and to ensure departmental compliance.
• This position is responsible for understanding, interpreting, and applying appropriate policies, procedures, and required regulations.
• Develops, disseminates, and maintains all checklists and standard operating procedures for the processing of personnel transactions at SEAS via PAC Template Based Hire (TBH), Nomination Form, Personnel Action Form (PAF), e-Term, and Rosters.
• Provides training to departments on academic personnel transactions and serves as a liaison in the Dean's office with the departments to address inquiries and requests.
• Reviews and provides Dean's Office signatory approval of PAFs and Nomination forms for academic positions at SEAS.
• Maintains tracking system for submissions and returns of personnel transactions, and provides regular and ad hoc reporting.
• Coordinates with SEAS departments for the submission of the Adjunct faculty and Student Officer Rosters for the Fall, Spring, and Summer semesters. Coordinates exception requests through other Columbia offices (e.g., part-time Postdoctoral appointments, leave of absence management, and salary increase requests).
• Responsible for Faculty background checks and verification.
• Processing Faculty Housing, Postdoctoral Research Scientist, and related miscellaneous additional compensation payments.
• Gather information for search initiations, search waivers, reappointments, and promotions.
• Collect applications, and provide administrative support to search and review committees; provide advice on process requirements. Gather all components of the academic affairs appointment and organize in compliance with guidelines.
• Maintain records documenting academic affairs searches, recruitment, and appointment/promotion processes.
• Create and maintain effective templates, user manuals, spreadsheets, and tracking tools to improve organization and effectiveness of academic affairs Payroll functions for the department, including maintaining rosters for appointments and reappointments.
• Manage all relevant PeopleSoft academic affairs processes, and work competently and collegiately with departmental hiring managers and fiscal staff.
• Develop and maintain reports to establish effective auditing and tracking procedures to ensure correct functioning of personnel actions.
• Provides guidance and support to large research centers managed by SEAS as needed in hiring of their academic personnel.

(20%) Short-Term Visitors:

• Working closely with the SEAS faculty and departments in gathering and collecting materials needed for short-term visitor requests.
• Under the general direction of the Executive Director of Academic Appointments and Faculty Affairs, responsible for reviewing the materials submitted by each SEAS department for approval by the Provost office.
• Work closely with the Executive Director of Academic Appointments and Faculty Affairs on policy implementation for short-term visitors and compliance with university policies and federal regulations.
• Serve as liaison with the Provost office within SEAS to follow up on visitor requests and address any issues in a timely manner.
• Serve as liaison with the International Students and Scholars Office (ISS0) to ensure that international visitors have work authorization prior to their arrival to the University.

(15%) Data Management:

• Working with the Manager of Academic Appointments and Academic Appointments Officer to upload scanned academic reacted documents to the online depository management system, assigns file attributes and folder locations, and maintains folder properties. Archives and assigns retention schedules for terminated employee files.
• Analyzes data and compiles regular and ad hoc reports from PAC HR Manager Reports ("data warehouse"), SEAS HR databases, and other sources. Develop and maintain tools (databases/spreadsheets) for tracking and reporting academic affairs relate activities as needed. Serve as the point person for gathering and maintaining academic affairs payroll data. Effectively leverage Excel and similar tools to create and run reports.
• Carry out a wide variety of projects arising in Academic Affairs. Document faculty process workflows and maintain process documentation for all Academic Affairs. Responsible for the academic affairs of PeopleSoft database Integrity; and manage users and processes associated with information and reports that can be produced by the database.

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

Minimum Qualifications

• Bachelor's degree and/or its equivalent in working with administrative processes or a combination of education and experience. Minimum of 3-5 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. High level of attention to detail and accuracy. Demonstrated experience in managing complex administrative processes. Demonstrated experience in training. Excellent communication skills.

• Demonstrated problem-solving and analytical skills. A high level of independent judgment and sensitivity and ability to work well with colleagues.

• Experience with PowerPoint, Visio, Access, and Adobe Acrobat preferred.

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

• Must possess strong oral and written communication skills.

• 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 for customer service and strong problem-solving skills.

• Ability 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.

• Rigorous attention to detail is a must. A positive, forward-thinking, mission-oriented attitude and sense of humor are a must.

• Ability to creatively solve problems in order to meet goals and objectives.