Job Information
The Trustees of Columbia University in the City of New York Assistant Director of Academic Appointments and Payroll in New York, New York
- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $90,000 - $100,000
Position Summary
The School of Arts and Sciences is the intellectual heart of Columbia University. It is home to five schools, more than 1,000 faculty, 60 research centers and institutes, and 28 academic departments. We provide a transformative educational experience to more than 16,000 undergraduate, graduate, and PhD students at Columbia - nearly half the student body. Our field-defining research - anchored in the humanities, social sciences, and natural sciences - engages fundamental questions about our society and our world, and supports Columbia's broader mission to advance knowledge, learning, and impact at the highest levels.
The Assistant Director of Academic Appointments and Payroll will report to the Executive Director of Academic Appointments and Payroll. The Assistant Director of Academic Appointments and Payroll is responsible for the management, organization, and planning of the day-to-day administrative and operational activities of all academic appointments for part-time faculty in the Arts and Sciences. The incumbent will review academic appointment paperwork for more than 2,000 part-time faculty members and 1,000 summer sessions.
Responsibilities
- Reviews and approves academic appointment paperwork for part-time faculty in the Arts & Sciences Departments, Centers, and Institutes, as well as the School of the Arts (SOA) and School of Professional Studies (SPS), for submission to the provost Office.
- Oversees the appointment process for academic hires affiliated with Arts & Sciences Institutes and Centers.
- Approves academic appointments--including faculty appointments--for Summer Sessions.
- Works with Central HR and the Executive Director to develop and implement new processes to ensure part-time faculty receive appointments and salaries on time.
- Undertakes continuous review and assessment of all hiring processes to ensure the accurate and timely processing of appointments. Creates new processes as necessary and implements them in the direction of the Executive Director.
- Advises Departments, Centers, Institutes, SOA, and SPS on University policies for appointing academic personnel.
- Serve as a resource for questions regarding policies and procedures for part-time faculty and summer Session faculty appointment paperwork; troubleshoots and resolves issues as necessary.
- Responsible for part-time faculty electronic rosters in both fall and spring semesters and confirms all part-time faculty have accurate appointment letters.
- Reviews documentation for accuracy and completeness and communicates with the Departments, Centers, and Institutes to resolve problems.
- Completes permission forms for officers of administration who will hold secondary faculty appointments, ensuring that all the proper approvals are obtained before teaching begins.
- Reviews, processes, and approves additional compensation for part-time faculty and ensures it follows University and Provost policy.
- Works closely with the Executive Director of Academic Appointments, A&S Departments, Centers, Institutes, and Schools, and the restricted funds and payroll accounting office to clear payroll suspense, process payroll transfers, and ensure salaries are on the correct chart strings.
- Identifies, resolves, and/or escalates payroll issues as they arise-partners with the provost's office and central HR to resolve employee questions and issues.
- Reviews, Processes, and approves salary distributions and cost transfers so that salary charges are allocated correctly.
- Responsible for reconciling the A&S part-time budget using the University Accounting System (ARC).
- Acts as backup for the Executive Director on Faculty appointments and labor transaction approvals.
- Oversees the Academic Appointment and Payroll webpage, updating any process changes, payroll, and University forms.
- Creates training materials for the appointment process and posts them on the website.
- Provides PeopleSoft guidance and acts as an intermediary with Central University offices to resolve issues.
- Trains administrators and staff as needed in processing nomination/personnel actions forms (PAF) and PAC labor distribution modules.
- Performs other duties and special projects as required.
Minimum Qualifications
- A bachelor's degree is required.
- A minimum of 5 years of related work experience.
Additional Position-Specific Minimum Qualifications
- Demonstrated ability to complete complex assignments quickly and with a high degree of quality and accuracy, respond with appropriate urgency to situations that arise, and solve difficult problems proactively and efficiently.
- Must have or be able to quickly acquire a detailed knowledge of university policies, procedures, and systems.
- Knowledge of Human Resources policies and procedures is required.
- Highly proficient in using a variety of computer software programs, including word processing, spreadsheets, and/or databases, and demonstrated experience in developing systems to enhance efficiency and productivity.
- Excellent interpersonal, analytical, written, and oral communication skills.
- Excellent organizational and multitasking skills, with a particular ability to prioritize work in an environment with multiple interests and activities.
- Strong interpersonal and emotional intelligence skills focused on establishing and maintaining productive relationships with faculty, peers, leadership, and other stakeholders. Demonstrated ability to exercise sound judgment and tact as well as maintain confidentiality when dealing with sensitive and confidential matters. Ability to problem-solve actively and independently using sound judgment and seeking counsel when appropriate.
- Highly self-motivated and self-directed, and able to identify issues that need to be escalated.
- Proven ability to develop and maintain a professional, collaborative, and team-spirited environment.
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