Reporting to the Director of Finance and Administration (DFA), and under the guidance of the SIPA Human Resources Office, the Assistant Director of Human Resources provides assistance to faculty, staff, students and other affiliates on a broad array of Human Resources policies and procedures. These include recruitment of administrative personnel, onboarding of staff, faculty and students, compensation, training and development, employee and labor relations, and leaves of absence and other workplace accommodations. The Assistant Director is responsible for compensation and HR data management for the same populations, and acts as a liaison on their behalf with appropriate SIPA and University offices. The Assistant Director ensures compliance with federal, state, local and University and SIPA rules and regulations by staying abreast of general and common HR regulations, policies and laws.
Primary responsibilities include, but are not limited to the following:
Recruitment and Retention
Works closely with the DFA, and with oversight by the SIPA HR Office, advises hiring managers on the administrative recruitment process including position descriptions and job postings. Participates in strategic discussions to enhance faculty and staff recruiting efforts that reach out to new and diverse applicant pools. Conducts applicant reviews and screening. Provides recommendations of candidates to hiring managers based on qualifications. Coordinates interviews. Collects and reviews search data. Prepares hiring proposals and documents the affirmative action effort using TalentLink. Advises selectees on background check procedures, and tracks progress toward completion of the same. Generates appointment letters for review.
Manages CGEPâ€™s on-boarding and orientation processes for administrative and research personnel. Develops PowerPoint presentations and other materials for new recruits. Advises new recruits on available training and access to Columbia University systems. Facilitates systems access requests for Center staff, research scholars and student employees.
Monitors, organizes and submits appointment transactions and documentation for the Centerâ€™s research faculty hires and reappointments. Duties include conducting customized outreach to incoming faculty, collecting and verifying required documentation, initiating hire/rehire transactions, supporting the semi-annual faculty recertification process, and conducting ongoing oversight of position status in PeopleSoft. Liaises with the SIPA HR Office as needed to assist in the resolution of related pre-appointment provostial, sponsored projects and other clearances, visas and work eligibility issues.
Provides support and coordination on CGEPs performance management. Advises on personnel recognition. Troubleshoots, researches and reports on performance issues, and works closely with the DFA and the SIPA HR Office to implement strategies for their resolution. Assists in conducting internal investigations as requested.
Policies, Services and New Initiatives
With direction from the DFA, develops and implements policies and procedures for CGEP in line with the centerâ€™s mission and existing policies and procedures of SIPA and Columbia University. Serves as a resource to CGEP on policies and procedures.
Assumes a leadership role in the Centerâ€™s Diversity, Equity, Inclusion, and Anti-Racism (DEIA) working group with a focus on implementation, assessment, target setting and evaluation of key performance indicators. Manages and implements the DEIA Action Plan. Integrates CGEP with other university DEIA initiatives and ensures collaboration across campus. Serves as a point of contact for university affinity groups. Implements mentoring programs as part of the onboarding process. Assists with identifying DEIA consultants and oversees the climate survey assessment. In collaboration with the DFA and Director of Research, develops transparent, equitable, inclusive policies for recruitment, promotion, and leadership opportunities. Conducts annual reports that track appointments, promotions, salary, recruitment and retention efforts, as well as resignations, to identify any disparities. Provides support on planning Faculty and Staff Diversity Workshops.
Works with the DFA to reconcile $7M+ in annual personnel and staffing expenses against FDS reports and initiates corrective actions, including documented cost transfers and salary distributions, as required. Works with the DFA to generate regular budget updates for the SIPA HR and Finance Office, and prepare year over year and other variance and statistical analyses as required.
Maintains accurate, timely and complete records ensuring compliance with Federal, State and University laws, regulations, policies and procedures.
Promotes an inclusive and equitable environment for all students, faculty and staff. Leads with integrity and maintains the highest standards of confidentiality.
Student, Casual and Temporary Appointments
Manages the student employee program at CGEP, including recruitment, hiring, training and supervision of part-time student employees.
Administers the Centerâ€™s timesheet collection and payroll submission processes. Initiates support staff overtime payments via FinSys. Reviews payroll registers and verifies that payments to students have been processed and reconciled against FDS reports and in-house databases in a timely manner. Follows up on outstanding HR/payroll transactions as needed. Initiates transactions for corrective action as required.
Manages the Centerâ€™s use of temporary staffing resources, initiating temp staffing requests, following up on onboarding issues with the office and the CU vendor, NextSource, and approving timesheets in VNDLY. Troubleshoots temp staffing assignments as needed.
Bachelor's degree or equivalent and a minimum of three years of fulltime professional experience in human resources required. Thorough familiarity with Microsoft Office essential, especially Word, Excel, and PowerPoint.
Ability to generate innovative ideas for process, departmental and organizational improvements highly critical.
Must have a passion for excellent customer service and commitment to exceptional quality.
Strong interpersonal, presentation, communication and writing skills as well as excellent analytical and problem-solving abilities required.
Must be highly organized with extreme attention to detail and be able to effectively handle and prioritize multiple tasks often with conflicting deadlines.
Must work well under pressure and have the ability to function independently and exercise discretion and judgment in sensitive and confidential matters.
Must have demonstrated knowledge and experience in one or more of the following areas: multicultural affairs, diversity and/or social justice, intercultural education, training and academic programming.
A Master's degree in a related field, such as higher education administration or human resources administration preferred.
Prior experience in higher education, or a similar complex environment highly preferred.
Prior experience working with collective bargaining agreements and unionized staff, and familiarity with personal and medical leaves, FMLA, NYSL and PFL provisions and salary continuation policies highly preferred.
Prior experience with PeopleSoft or similar HRIS application preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 512728
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.