Reporting to the Institute???s Chief Administrative & Operations Officer, the incumbent provides administrative leadership to, and serves as the point of contact for, the Institute???s human resources, faculty affairs, facilities, and select program operations. The Data Science Institute at Columbia University is a world-leading institution in research and education in the theory and practice of the emerging field of data science. The Data Science Institute???s mission involves advancing the state of the art in data science; transforming all fields, professions, and sectors through the application of data science, while ensuring the responsible use of data for the benefit of society. The Associate Director plays an integral role in ensuring the Institute???s talent pool and administrative practices and policies are delivered efficiently and effectively as we carry out this mission. As a University-wide Institute, the incumbent will have broad engagement at all levels of the University as a point of contact for the Institute on these matters.
Human Resources and Academic Affairs | The Associate Director will, manage administrative & human resource operations for the Institute for all classes of employees; assist hiring managers with handling personnel searches, to include but not limited to, drafting recruitment strategies and position descriptions; processes appointments and hires (including student/casual where appropriate) in conjunction and compliance with applicable CUHR, EOAA, local and State employment law, regulations, and policies; maintains employee records, including but not limited to, time-off balance accrual forms and casual hire timesheets and processing. Coordinate related on-boarding for new hires and related activities (i.e. visa applications, CU new employee orientation, postdoc housing applications, etc.). Partner with the Institute???s grant & finance team to assist with processing of related labor accounting as needed. Work with affiliated University constituents to establish and maintain best practice for process improvement to ensure standard operating procedures are continuously evaluated and standards of excellence elevated. Serve as the initial point of support to management for assistance and guidance with staff professional development, performance reviews (individual and 360???s), and performance improvement strategies and tracking. Responsibilities include the required tracking of all Institute staff, postdoc, and associate research scientist/scholars for time-off/vacation/sick time.
Facilities | Manage & oversee the Institute???s diverse and multi-functional physical spaces, including but not limited to, open collaborative work space, research facilities (basic science and wet lab), individual and shared offices as well as conference room facilities for faculty, staff, researchers, trainees and students. Provides oversight and logistics for the assignment of space, and maintenance requests, in collaboration with the Institute???s Directorate, Faculty Space Committee, and other affiliated University partners when necessary. Maintains and continuously evaluates best practice to ensure efficient operations for timely maintenance requests, assignments, space planning, room key & building card access. Supervises and oversees the professional development of one full-time officer of administration (Program Coordinator) that staffs the physical space, whom proactively handles the day-to-day up keep for the Mudd Building space (which includes oversight for maintenance & facilities requests in time of need).
Program Operations | Oversee coordinated activities for the Institute???s annual reporting requirements with the Office of the Provost and the City of New York; in concert with the Institute???s leadership team and affiliated University constituents, to include but not limited to, recording and reporting on the state of the Institute???s faculty, research and administrative hiring & appointments, and summarization of all programmatic & educational activities. The incumbent also provides administrative programmatic support for the Institute???s Industry Affiliate???s program, to include but not limited to, preparation of Affiliate program marketing materials and invoicing, preparation and logistics for Affiliate meeting with Institute leadership team, and the onboarding of new Industry Affiliates. In partnership with the Institute???s leadership team, leads the program operations/management of the full life-cycle for the Institute???s Postdoctoral Scholars program (including, but not limited to, marketing, recruitment, application preparation, screening, sourcing faculty reviewers and mentors, and release of offer for employment). Assist with the scheduling and oversight of area team meetings and all-staff meetings (in-person or virtual where necessary).
Performs other tasks, duties, responsibilities, and special projects as assigned.
Bachelor???s degree required, and a minimum of 5-7 years related experience required. Demonstrated supervisory & management experience required. Experience in higher education or other large, complex organizations preferred. Familiarity with Columbia financial systems (ARC), human resource systems (Interfolio/TalentLink), labor accounting (PAC), and experience with processing employment for those requiring a visa for work authorization desired.
Must be able to work both independently and as part of a broader team. Exercise sound judgement and discretion; work well under pressure with competing priorities and deadlines. Experience with database software, word processing, and spreadsheet software, webpage content editing (i.e. Drupal) and comfortability learning new technology to support the position will be critical. Highly detailed oriented, strong organizational skills and effective communication style (verbal & written) will be essential. She/he must possess the ability to work effortlessly and efficiently with a broad constituency of internal and external collaborators. Prior experience with tools to support marketing and advertising a plus (i.e. Adobe Creative Suite). Must be able to work early morning, evening and weekends as required.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
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.