• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range: $85,000-$90,000

Position Summary

• In collaboration with Managers and Directors develop and define best practices to be used within the Shared Service Core.
  Will assist with training other HR/FA team members in uses of best practices by identifying appropriate resources and assist with problem solving.
• Assist with development of department communications for routine HR/FA processes as well as new initiatives.
• Meet weekly with HR/FA Manager and/or Directors to provide updates on request status. Will attend meetings with Department Administrator or his/her designee to review the status of HR/FA transactions.
• Provide Vacation and time-off back-up coverage for departments (may provide short-term or extended coverage assignments)

Responsibilities

Recruitment

• Assist with the recruitment of staff by posting positions using Columbia's job site (Talentlink and Interolio) and appropriate external advertising sources;
• Assist Departments with creating job descriptions for posting;
• Reviews applications and interviews applicants to match experience with specific job-related requirements.

Onboarding

• Responsible for onboarding CU and Service Corp staff, faculty (clinical and researchers) and students. This includes, preparing offer letters, initiating pre-hire background check process, managing the I-9 process, scheduling welcome program, medical surveillance and UNI creation.
• Works with the Medical Staff Office to manage the credentialing process so that new faculty and nurses are able to on-board smoothly and function in the capacity for which they were hired. This includes collection of vital documents including license, board certification, and ensures that applicant completes all documentation required for appointments.
• Communicates with new hires and departments to ensure smooth onboarding experience.
• Initiates and process template-based hires in Peoplesoft and/or nominations ensuring accurate collection and processing of the information collected in PAC.
• Process all short-term visitors and student utilizing JIRA.

Promotions and Reappointments

• Manages the annual reappointment processes. Works with colleagues in the department to manage the reappointment process with focus on adherence to deadlines.

Employee Retention and Engagement

• Conducts exit interviews, analyzes data and makes recommendations to the management team for corrective action and continuous improvement.
• Proactively responds to employee relations issues such as employee complaints, harassment allegations and civil rights complaints.
• Facilitates or provides training (including orientation) to the workforce.
• Maintains and coordinates employee recognition programs.
• Maintains working relationship with union officials and adheres to terms of labor contract by monitoring day-to-day implementation of policies concerning wages, hours and working conditions.

Payroll and PeopleSoft Process Management

• Oversee the department's preparation and processing of payroll and time off tracking sheets.
• Manage the collections of all timesheets for hourly staff and process bi-weekly payroll; manage the collection and verification of time off trackers for all Officers ensuring all submissions are up to date and approved by supervisors.
• Process any employment related changes in Talent Link, as well as PAF (i.e. updating position numbers, for promotions, or reclassifications; leaves of absences and terminations) for PeopleSoft updates.
• Liaise with internal and external constituents to resolve issues and to ensure time processing of new-hire/appointment, reappointment, termination and other related transactions.

Compliance and Immigration

• Responsible for immigration related needs of faculty and staff. Assisting with sponsorship for the F-1, J-1, H-1, 0-1 and TN-1 visas and prepare visa documentation for accompanying family members.
• Work closely with the other generalists and supervisors to process new visas and renewals utilizing Compass.
• Track 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.

Systems and Project Work

• Use ServiceNow HR Ticketing System to effectively manage all requests and communicate with HR/FA team.
• Maintain and update employee records. Upload all employee forms and documents into Visual Vault.
• Manage special projects as assigned by Senior Leadership;
• Other duties as assigned or requested.

Minimum Qualifications

• Bachelor's degree or equivalent required plus a minimum of 3 years of relevant experience required.
• Must be resourceful, organized and detail and task oriented with the ability to establish priorities and follow up on multiple issues in a time-sensitive manner. Skilled at working under pressure and with minimal supervision and sound independent judgment required.
• Ability to exercise a high degree of professionalism, diplomacy, discretion, firmness, and collaboration in dealing with individuals at all levels.
• Strong analytical and tenacious problem-solving skills necessary
• Excellent computer skills including thorough knowledge of Microsoft Office, including knowledge of databases and advanced spreadsheet skills required.
• Must be able to quickly acquire knowledge of University policies, procedures, and systems.

• Bachelor's degree in human resources or a related field is preferred.

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