Manager, Academic Appointments
Company: Columbia University
Location: New York
Posted on: April 23, 2024
Job Description:
- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $68,000 to $78,000
The salary of the finalist selected for this role will be set based
on a variety of factors, including but not limited to departmental
budgets, qualifications, experience, education, licenses,
specialty, and training. The above hiring range represents the
University's good faith and reasonable estimate of the range of
possible compensation at the time of posting.
Position Summary
Under the general direction of the Director of Faculty Affairs, the
Manager of Academic Appointments will serve as a liaison in
academic personnel transactions, training, and faculty and academic
personnel searches. The incumbent will be 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
(50%)Appointments Personnel Transactions:
- Reviews and provides Dean's Office signatory approval of
Personnel Action Forms, Intent to Sponsor 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. Maintains tracking
system for submissions and returns of personnel transactions, and
provides regular and ad hoc reporting. Coordinates with SEAS
departments on the submission of Adjunct Faculty and Student
Officer Rosters for all semesters. Assists Dean's Office with
Faculty and Officers of Research E-comp recertification each fiscal
year. Coordinates exception requests through other Columbia
offices. Serves as a liaison between department personnel and the
Provost's Office on questions pertaining to academic appointments
policies and procedures.
- Reviews and processes a wide range of transactions including
payments approved by the Dean's Office for faculty, students, and
researchers, as well as payments for Dean's Office administrative
units or staff. Processes Protection of Minor Background checks,
and creation of UNIs for various Dean's Office administrative
units.
- May, on occasion, assist academic departments with the
initiation and processing of HR transactions for Faculty and
Academic Appointments, on an as-needed basis.
(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 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
collegiately with departmental hiring managers and fiscal
staff.
(10%)Training:
- Provides training support to department staff on academic
personnel transactions. Maintains academic appointments best
practices and disseminates guidance to department staff. Serves as
a liaison in the Dean's Office with the nine Columbia Engineering
departments to address inquiries and requests.
(20%)Data Management:
- Maintains tools (databases/spreadsheets) for tracking and
reporting academic appointment-related activities as needed and
tracking additional payments for respective employee groups
(faculty, researchers, students). Serves as the point person for
gathering and maintaining academic appointments data on the number
of appointments and timing of appointments. Liaise with departments
to gather payment data related to employee payment history,
additional compensation payments, leaves of absence, and other
general compensation inquiries. Uploads scanned academic documents
to the online depository management system, assigns file attributes
and folder locations, and maintains folder properties.
(5%)Academic Searches:
- Reviews academic job postings and troubleshoots questions from
department staff about use of the Academic Search and Recruiting
module in Interfolio. Gathers information for search initiations,
search waivers, reappointments, and promotions. Collects
applications and provides administrative support to search and
review committees; provides advice on search process requirements.
Maintains records documenting academic affairs searches,
recruitment, and appointment/promotion processes. Works with
departments to ensure timely background checks for faculty
hires.
(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 2-4 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. Excellent communication skills. Demonstrated
problem-solving skills. High level of independent judgment and
sensitivity. Demonstrated 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. Must
demonstrate 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. Must be 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. A positive,
forward-thinking, mission-oriented attitude and sense of humor is a
must. Ability to creatively solve problems in order to meet goals
and objectives.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local
residents.
Keywords: Columbia University, Union City , Manager, Academic Appointments, Executive , New York, New Jersey
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