- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Standard Work Schedule:
- Building:
- Salary Range: $140,000-$155,000
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
Reporting to the Sr. Director of the Specialty POD and the Department Administrator, the Director provides administrative leadership and oversight of departmental human resource functions and academic and faculty affairs for the Department of Pathology and Cell Biology. Responsibilities include, but are not limited to, providing administrative management, organizational development and strategic direction of all human resources initiatives and faculty affairs functions for all faculty, trainees, and staff.
The incumbent implements human resources strategies by establishing accountability in the areas of recruitment, onboarding, training and development, records management, employee relations and retention, safety and health, compensation, succession planning, labor relations, and organization compliance. Responsibilities also include administrative management of the academic appointment and promotion process which includes but is not limited to postgraduate programs, academic appointments and promotions, the Committee on Appointments and Promotions (COAP), Tenure Review Advisory Committee (TRAC), immigration matters, and clinical faculty credentialing. The Director, in conjunction with the Executive Finance Director will oversee the department’s preparation and processing of payroll, roster and labor distributions. The incumbent will direct and/or provide counsel with respect to employee and labor relations, progressive discipline, compensation, and policies and procedures interpretation and communication.
The incumbent will act as the department's liaison for internal and external constituents to ensure compliance with institutional policies, federal and state regulations, employment laws and internal controls. Other related duties as assigned.
Responsibilities
People Management and Professional Development
- Oversee the department’s HR/FA team to ensure team members are meeting defined deliverables such as, quality customer service, timely and accurate delivery of information, and ensuring meeting compliance needs. Responsible for their professional development, engagement, and overall performance.
- In collaboration with the Sr. Director of HR/FA and other subject matter experts, provide training and education related to HR/FA operations and develop and maintain Job Aids for operational systems and processes.
- Provide leadership training and guidance on various topics related to organizational needs.
- People Management (Working Effectively with Others) Competency: Demonstrates advanced knowledge and ability, and can independently apply the competency in new or complex situations. Coaches others in resolving various levels of complex situations.
Compensation
- Conduct compensation reviews/analysis to ensure internal and market equity and work with departmental leadership in creating comprehensive compensation plans; including managing clinical faculty compensation plans.
- Conducts internal reviews to ensure compensation structure meets best practices and is equitable. Raises and addresses concerns as needed.
- Work with department finance to manage salary roster process and ensure all positions, vacancies and promotions/salary increases and salary allocations are implemented in alignment with the budget and in a fair and equitable fashion.
Employee Engagement
- Sets strategic initiatives to foster a culture aligned with department and University values and mission.
- Partners with the department’s wellbeing and DEI committees to support employee engagement, wellbeing, and inclusivity.
Employee & Labor Relations
- Proactively responds to employee relations issues. Escalates all employee concerns, issues or complaints to Sr. Director of the Specialty POD. All issues related to harassment allegations and civil rights complaints will be escalated to Sr. Director and other key stakeholders within the department, school, CUIMC HR and medical center as relevant and appropriate.
- Builds and maintains working relationship with union delegates and CUIMC Labor Relations team and adheres to terms of labor contract by monitoring day-to-day implementation of policies concerning wages, hours and working conditions.
- Provide counsel, guidance and direction to employees/faculty and management on employee relations, conflict management, and performance management issues; conducting investigations and terminations, as appropriate.
- Employee & Labor Relations Competency: Demonstrates advanced knowledge and ability of CBAs and due process, and can independently apply the competency in new or complex situations. Coaches others in resolving various levels of complex situations.
Talent Acquisition
- Set Talent Acquisition and recruitment workflows and objectives in alignment with department stakeholders’ goals and University guidelines.
- Liaise with internal and external constituents to resolve issues and to ensure timely processing of new-hire/appointments and other related transactions.
- Utilize HR Request/Ticketing System (Service Now) to review HR/FA transactions to ensure requests are processed on time and accurately.
- In collaboration with the POD Sr. Director and school leadership, develop and oversee Service Level Agreements (SLAs) for key requests.
- Work with HR/FA team to complete requests in a timely manner and in compliance with established SLAs and other Columbia University established deadlines.
- Demonstrates skills at troubleshooting problems to determine the best solution(s).
- Escalate time-sensitive or high priority issues to Sr. Director/Director in a timely manner.
- Identify gaps and inefficiencies, provide standardization and improvement to all HR operational processes/systems. Incorporate feedback into a continuous improvement initiative to make HR transactions more efficient and more accurate; collaborate with technical teams as required for the work.
- Oversee and manage the maintenance of electronic employee files working with outside vendor.
- Talent Acquisition Process Competency: Demonstrates advanced knowledge and ability, and can independently apply the competency in new or complex situations. Coaches others in resolving various levels of complex situations
Faculty Appointments, Reappointments & Promotions (In addition to the tasks noted under Talent Acquisition)
- Works with the Medical Staff Office to manage the credentialing process so that new faculty and other credentialled staff (e.g. nurses) are able to on-board smoothly and function in the capacity for which they were hired.
- Oversees the reappointment process every year. Works with colleagues in the department to manage the reappointment process with focus on adherence to deadlines.
- Faculty Appointment/Reappointment & Promotion Competencies: Demonstrates advanced knowledge and ability, and can independently apply the competency in new or complex situations. Coaches others in resolving various levels of complex situations.
Compliance and Immigration
- Ensure the department follows all ISSO policies and procedures. Maintain communication with ISSO as appropriate.
- Oversee and ensure compliance concerning I-9 processing, Annual Hospital Training, Influenza Program, COVID-19 Safety & Monitoring program, HIPPA Training, Conflict of Interest, Medical Surveillance, Upcoming/Past Visa End Date Status, etc.
- Visa and Compliance Competencies: Demonstrates advanced knowledge and ability, and can independently apply the competency in new or complex situations. Coaches others in resolving various levels of complex situations.
Off Boarding
- Oversees and/or conducts exit interviews and follows up as appropriate. Discusses data from exit interviews with Sr. Director and Department Administrator to make recommendations to the management team for corrective action and continuous improvement.
Systems and Project Work
- Use ServiceNow HR Ticketing System to effectively manage all requests via reports and dashboards and communicate with the HR/FA team.
- Manage special projects as designated by the Associate Vice Dean for Human Resources/CAO.
- System Use and Maintenance Competency: Demonstrates advanced knowledge and ability, and can independently apply the competency in new or complex situations. Coaches others in resolving various levels of complex situations.
Compliance
- Ensure compliance with all applicable federal and state regulations, institutional (CU and NYP) requirements and adherence to all relevant policies and procedures.
Other
- Cross cover other related administrative positions and perform other related duties as assigned.
Minimum Qualifications
Bachelor's degree plus five (5) years of related experience, or the equivalent in education, training and experience.
Preferred Qualifications
Master's degree in a related field preferred. HRCI/SHRM Certification desirable. Experience in university, academic environment or healthcare environment a plus. Experience in a unionized environment preferred.
Other Requirements
Previous management experience required.
Excellent oral and written communication, interpersonal, organizational, problem-solving and analytical skills required. Proven ability to communicate collaboratively and effectively with all levels of staff and faculty.
Excellent customer service skills with an aptitude for diplomacy, building relationships, reaching consensus and collaborating, negotiation, and managing expectations. Experience using Visual Vault, Service Now and PeopleSoft strongly preferred.
Able to meet strict deadlines in a high-volume, multi-tasking environment is essential. Working well under pressure and in delicate, highly emotional situations is necessary for success in this role.
Computer proficiency, including Microsoft office suite, required
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.