CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $68,000 to $74,000

Position Summary

The Operations Manager reports to the Department Administrator (DA) of Applied Physics and Applied Mathematics (APAM). The primary responsibility is the day-to-day owner of academic and administrative hiring processes. Among other responsibilities, this role will initiate, review, track, and request signatory approval of Personnel Action Forms (PAF), Nominations, Rosters, Template Based Hire transactions (TBH), Position Management, e-Term, and other HR items required to process HR appointments. The Operations Manager serves as a key liaison with the SEAS HR team to ensure the timely and accurate processing of HR appointments. This role maintains confidential electronic records for the APAM department and assists with providing regular and ad-hoc analysis and reporting on appointment and HR data. This role will work with the DA on compliance with all applicable University policies and procedures. The role will serve as the local expert on transactional items related to academic appointments and human resources. In addition, this position will assist the DA with other operational activities including coordinating with facilities, assistance with effort reporting and hiring of casuals, GFA prep.

Responsibilities

• (50%) Coordination of Hiring, Appointments, and other Personnel Transactions:
  Initiates PAFs and Nomination forms for academic and administrative positions. Reviews such forms with the DA and requests signatory approval for submission to SEAS Dean’s Office.
  Advises the DA on faculty affairs and HR issues while ensuring compliance with all applicable policies and procedures. Maintains tracking system for submissions and returns of personnel transactions.
  Coordinates the submission of the Adjunct faculty and Student Officer Rosters for Fall, Spring, and Summer semesters and helps prepare GFA materials. Maintains department's checklists and standard operating procedures for the processing of personnel transactions in the department via PAC Template Based Hire (TBH), Nomination Form, Personnel Action Form (PAF), e-Term, Interfolio, and Rosters.

• (35%) Faculty and Personnel support:

  Drafts appointment letters for Dean’s Office review, and subsequent review by hiring faculty.

  Assist with tenure-track and tenure promotion process for all officers of instruction, tracks and reports departmental faculty rankings and departmental affiliates, including sabbatical leave tracker. Assists the DA with the recruitment of faculty and researcher positions.  Assists with effort reporting.
• (15%) HR Record Management and support:

Scans HR documents into internal APAM drives.  Assigns identifying attributes and maintains folder properties. Analyzes data and compiles regular and ad hoc reports from PAC HR Manager Reports (“data warehouse”).  Assist with the supervision of work-study and casual student interns, assigning them to projects and monitoring their performance if needed. Fields complex HR inquiries from APAM staff, and faculty. Serve as a backup for questions related to Short-term Casual payments. Assist with the recruitment of staff using Columbia’s job site (Talentlink).

Minimum Qualifications

• Bachelor’s degree required with 2-4 years related experience required.
• Must possess strong computer skills including proficiency with Microsoft Word and Excel. Experience with PowerPoint, Visio, Access, and Adobe Acrobat preferred. Experience using HR Information Systems is preferred. Prior experience with Columbia University HR systems is preferred (i.e., PeopleSoft at Columbia (“PAC”), Academic Search and Recruiting “ASR”). Prior experience processing Personnel Action Forms (PAFs) and Nomination Forms is highly desirable.
• Must possess a high degree of personal integrity and ethics. Must be trustworthy with sensitive, confidential information. Incumbent must be self-directed and exercise strong judgement with changing priorities.
• This position requires a high level of independent judgement and has the responsibility to advise the DA on many aspects of academic appointments.
• 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 for customer service and strong problem-solving skills. Must be able 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.
• Positive, forward-thinking, mission-oriented attitude and sense of humor a must.

Equal Opportunity Employer / Disability / Veteran

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