The Trustees of Columbia University in the City of New York Student & Academic Affairs Specialist in New York, New York
- 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 $74,000The 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 SummaryReporting to the Director of Finance and Administration (DFA) in the Department of Chemical Engineering, under general supervision, the incumbent is independently responsible for accurately implementing various university policies and procedures pertaining to the department's student population. Advises students on maintaining compliance with University policies. Identifies potential problems and counsels on appropriate actions. The incumbent will be responsible for the department's academic and student appointments, managing the Symposium activities, overseeing student registration, declaration, and graduation, responsible for semester class schedule creation, overseeing the execution of all department-sponsored events, supporting the Assistant Director of Career placement with employee/student matters. Among other responsibilities, the incumbent will independently be responsible for managing the appointment process and managing Personnel Action Forms (PAF), Nominations, Rosters, Template Based Hire transactions (TBH), Position Management, and other HR items required to manage HR appointments. This position will provide analytical support on academic personnel matters in the Chemical Engineering Department. Provide analysis, implementation, evaluation, and recommendation of new and existing system-wide and local policies, procedures, and guidelines department. This position will serve as a key liaison with the SEAS HR team to ensure timely and accurate processing and payments of HR appointments. A major piece of the role is the provision of guidance and counsel to various staff members, including senior leaders, on this process. The position will manage all confidential electronic and physical HR records within the Chemical Engineering department and provide regular and ad-hoc analysis and reporting on appointment and HR data. Perform related duties and projects as assigned. Must be available to work evening events.Responsibilities- (40%) With limited oversight, will be responsible for interpreting and applying University academic policy related to enrolled CHEME students and provide consultative services to students regarding requirements, policies, and appropriate processes. Researches exceptional situations, providing resolution for compliance. Advises and counsels university students regarding registration, enrollment forms, and University and campus policies and procedures. Provides experience and expert knowledge for the resolution of complex matters and situations. Review incoming forms for accuracy and explain requirements in accordance with University, Academic Senate, campus, and Graduate Division policies and procedures. This includes but is not limited to registration, academic progress, and verification. Advises graduate and undergraduate issues on various aspects of their studies, including general degree requirements, academic planning, courses, and departmental procedures policies. Responsible for promoting an outstanding educational experience and building a strong sense of community within the CHEME department. Oversees the graduate and undergraduate admissions, registration, and other student affairs processes; liaises with student applicants; maintains database records and provides reports with analysis from this data on a regular and ad hoc basis; reporting. Advises the student population and monitors academic progress, status, and preliminary graduation clearances. Writes, manages, and publishes communications that will proactively inform students of Departmental schedules, policies, procedures, and other notices and provides timely responses to inquiries and requests. Solicits student feedback and monitors class dynamics. Utilized independent judgment and professionalism to determine when to escalate student issues. Assist with career placement and services data, events, and processes.- (30%) Responsible for the creation and management of PAFs and Nomination forms for academic and administrative positions at CHEME. Provide oversight of academic recruitment, appointment, and advancement of academic employees. Analyze proposed academic actions to determine potential problems or complications. Serve as a resource to the School's academic leadership, faculty and non-faculty academic appointments. Manages all standard operating procedures for the processing of personnel transactions at EE via PAC Template Based Hire (TBH), Nomination Form, and Personnel Action Form (PAF). Reviews existing departmental processes and independently makes necessary changes. Manages departmental appointment letters for Dean's Office review, and subsequent review by hiring faculty, including Department academic and student appointments. Advises the DFA on escalated HR issues.- (20%) Oversee the execution of all department-sponsored and career events, including semester Department Symposium scheduling. Manages, plans and executes various events to enrich student life and build a strong sense of community with in CHEME.- (10%) Responsible for submitting semester class schedules in order to ensure that classes are assigned for all CHEME classes, including accuracy to avoid scheduling conflicts with other classes. Updates student, faculty, and staff photo posters and organizes student lunches with advisors. Compiles statistics for various government and university surveys. Perform related duties and projects as assigned;Minimum QualificationsRequired:- Bachelor's degree and a minimum of 2 years of related experience are required.- Must possess strong computer skills, including proficiency with Microsoft Suite applications-experience using Student and HR Information Systems.- Knowledge of Human Resources Management System and other related business software programs and systems.- Demonstrated organization, problem-solving, and communication skills.- Analytical skills to conduct analysis and develop recommendations for the department- Knowledge of and ability to apply/interpret organization and university policies and procedures which govern academic HR.- This position requires a high level of independent judgment. Must possess a high degree of personal integrity and ethics. Must be trustworthy with sensitive, confidential information. Incumbents must be self-directed and exercise strong independent judgment and professionalism with changing priorities.- 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.Preferred:- Prior experience with Columbia University HR systems is preferred (i.e., PeopleSoft at Columbia ("PAC"), Jobs at Columbia ("JAC")).- Prior experience processing Personnel Action Forms (PAFs) and Nomination Forms is highly desirable.- Knowledge of University policy and procedures and health sciences salary structures.- Knowledge of unit academic culture and educational goals of discipline(s) served.- Knowledge of organization, college and departmental formal and informal policies and procedures and understanding of variances to stated policies.Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.
Minimum Salary: 31200.00 Maximum Salary: 31200.00 Salary Unit: Yearly