Reporting to the Director of Finance and Administration, with secondary report to the Senior Vice Provost, the Associate Director works closely with the Director and the Senior Vice Provost to accomplish the human resources objectives for the Office of the Provost and exemplifies a proactive, customer-centered HR philosophy. The Associate Director provides guidance, advice and consultation to Office of the Provost Managers, employees and its affiliated reporting units, covering a broad range of human resources policies and procedures. S/he represents the Office of the Provost at University HR forums and events and remains fluent and in compliance with all University trainings relevant to Columbia infrastructure.
The incumbent ensures that the Office of the Provost and its affiliated reporting units are in compliance with University policy and procedure including contractual bargaining agreements. Manages all personnel and HR-related transactions, including records and compilation of reports concerning personnel-related data such as new hires, transfers, resignations, terminations, promotions and re-classifications, performance appraisals and leaves of absence. Maintains position control reports; compiles and formats other ad-hoc reports as assigned.
The Associate Director works with senior managers in the Provost Office and its affiliated reporting units on temporary and permanent staff recruitment, administrative searches, talent management, compensation reviews and position re-evaluations. Assists with the preparation of job descriptions, and posts/places all advertisements with internal (Talent Link/Academic Search and Recruitment) and external publications when applicable. Monitors all positions with end dates to assure timely notice of termination or visa renewals. Works with the Director, the Senior Vice Provost and the Office of Academic Appointments to prepare and submit instructional appointments administered by the Office of the Provost, including University Professors.
Liaise with the appropriate University offices (including benefits, payroll, HRPC, CUHR) to manage onboarding and off boarding of employees in the Office of the Provost and its affiliated reporting units, and prepare a formal orientation process. Prepare and process all new hire paperwork and coordinate their transmission to the appropriate offices. Manage UNI requests and information that reflects in the CU online directory. Interpret HR policies on a variety of topics and resolve routine personnel issues, escalating complex issues as appropriate. Responds to staff and employee inquiries by interpreting and administering policies, referring more complex inquiries to CUHR. Create, update and maintain organizational charts and confidential personnel files.
Works with the University???s Central HR Office (CUHR) to provide guidance on employee relations issues. Participates in investigatory, disciplinary, and grievance procedures for both staff and officers including terminations. Interprets University policy and procedures and clarifies their application to specific situations. In consultation with the University???s Offices of Labor Relations and General Counsel, the Associate Director recommends appropriate strategies for handling disciplinary issues. Collects and monitors annual employee performance evaluations.
Responsible for the completion of all labor accounting transactions for officer and support-level administrative staff, including salary distributions, cost transfers, additional compensation, clearing of payroll suspense on a regular basis, troubleshooting all payroll issues. Works with the Director and the Senior Vice Provost to prepare, review and submit salaries for the Office of the Provost and its affiliated reporting units, via the annual E-Comp process.
Manage time and attendance information for the entire employee population in the Office of the Provost and its affiliated reporting units. Prepares the year-end report of accrued unused time-off balances for submission to the University???s Central HR Office.
Performs other related duties as assigned.
Bachelor???s degree required. Minimum of 4-6 years of relevant experience required.
Excellent oral and written communication and interpersonal skills are necessary. Must be organized and detail oriented with the ability to establish priorities and follow up on multiple issues in a timely manner. Ability to exercise a degree of professionalism in dealing with individuals at all levels. Strong analytical and problem solving skills necessary. Excellent computer skills required and must be able to quickly acquire knowledge of University policies, procedures and systems.
Working knowledge of Columbia???s HR policies, procedures and systems including PeopleSoft application, Talent Link and Academic Search and Recruitment (ASR).
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.