- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Standard Work Schedule:
- Building:
- Salary Range: $90,000 - $105,000
The 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 Summary
Reporting to the Senior Director, Faculty Affairs, the Associate Director, Faculty Affairs serves as a critical member for the leadership of the Faculty Affairs team. The position oversees all areas of faculty support, including the hiring/appointment process of all faculty and non-faculty academic appointments, faculty onboarding and orientation, and faculty engagement. This position owns the planning and execution of Columbia Summer Session or Pre-College Program, and serves as the primary Faculty Affairs liaison with senior academic program personnel across the School of Professional Studies and the University at large. Additionally, the Associate Director directs the day to day management of data gathering and analytics to provide leadership with insights needed for strategic decision making. The incumbent is accountable for SPS compliance with all federal, state, local and University rules and regulations by staying abreast of HR regulations, policies and laws as it relates to faculty appointments
Responsibilities
GENERAL ADMINISTRATIVE SUPPORT TO FACULTY AFFAIRS (90%)
Faculty Support a. Leads effective on-boarding of a 1,000+ faculty and non-faculty academic appointments, including Summer Sessions or Pre-College Program.
b. Management and oversight of Faculty Affairs Senior Generalists & Generalist, who will contact employees to collect required information and payroll paperwork (e.g. tax forms, personal information form, etc.) for part-time faculty and non-faculty academic appointments.
1. Leads meetings, as applicable, with Faculty Affairs and Program Staff to create, update, and maintain annual course planning documents for Masters, non-degree, and Columbia Summer Session programs.
2. Guiding Faculty Affairs Senior Generalists & Generalists on issues that arise from new programs, and strategically implement steps to prevent disruptions to faculty affairs workflow.
3. Establish and communicate timing and deadlines of the academic hiring process to Faculty Affairs team and internal senior program stakeholders.
c. Liaises with external constituents (A&S Academic Appointments, CU Human Resources) to resolve issues and to ensure timely processing of new-hire/appointment, reappointment, termination and other related transactions.
d. First line of support for faculty and staff inquiries regarding teaching, salary, benefits, policy, etc.
e. Develop and continually improve the School's Faculty Affairs webpage to achieve the strategic vision of the department. Review existing information/data on the site, consult best practices at peer institutions, and develop and upload new content and enhanced site mapping in coordination with other Faculty Affairs team members.
f. Develop and deliver training and systems access information on the team's website.
Payroll and PeopleSoft Process Managementa. Continually improving efficiency and effectiveness of Faculty Affairs operations by leverages reporting capacities from PeopleSoft, TalentLink and other systems.
b. Develop and/or maintain Job Aids for operational systems to support continuity of processes and ease of knowledge transfer.
c. Review and approve payroll and appointment-related paperwork (PAFs, Rosters, and TBH submissions) completed by Faculty Affairs Senior Generalists & Generalists.
d. Responsible for unemployment follow up and reporting.
e. Assist Finance team with payroll reconciliation at the close of each term.
Employee Management/Strategic Workforce Planning a. Take a leadership role in preparing and executing effective on- and off-boarding of Faculty Affairs team talent.
b. Creates strategic workforce plans that align Faculty Affairs and School priorities with opportunities to refine organizational structure, acquire and develop talent, drive employee engagement, and mitigate talent risks.
1. Drive analysis of Faculty Affairs and employee data, deliver insights on trends, and establish the human capital-related metrics by which the success of Faculty Affairs activities can be measured.
Policies and Proceduresa. Serve as a primary point of contact for SPS faculty compliance staying up to date on all university, state, and federal policies and guidelines; identify, implement and track all compliance activities for SPS faculty.
b. Serve as the primary point of contact for Associate Dean of Graduate Programs as it relates to faculty affairs-related policies and procedures to ensure compliance.
c. Administration and configuration and ongoing management of the Docusign platform and updating and testing of hiring templates in advance of each semester.
d. Ongoing maintenance of Program Admin resources, faculty affairs policies, and standard operating procedures.
PERFORMS OTHER DUTIES AS ASSIGNED OR REQUESTED (10%)
a. Leading contributor to Faculty Affairs initiatives and projects as requested.
b. Maintain discretion and professionalism while dealing with highly confidential information.
c. May be responsible for supervising the work of one (1) or more employees
Minimum Qualifications
- Bachelor's degree required. Advanced degree desirable
- 4 years related experience
- A resume and cover letter with salary requirements must be submitted for this position.
Preferred Qualifications
- Previous people management experience required
- Highly organized with extreme attention to detail and the ability to effectively handle and manage multiple projects or responsibilities concurrently and effectively.
- Work well under pressure and have the ability to function independently and exercise discretion and judgment in sensitive and confidential matters.
- Ability to respond calmly, quickly and decisively to unpredictable or unexpected events and changes and provide guidance and choose solutions to problems even in ambiguous or difficult situations.
- Must have a strong service-oriented attitude and strong interpersonal, presentation, communication and writing skills as well as excellent analytical and problem-solving abilities.
- Ability to effectively present thoughts to influence and persuade organizational leaders and key stakeholders to adopt innovative recommendations.
- Thorough familiarity with Microsoft Office, especially Word, Excel, PowerPoint and Visio.
- Fluency in using data presentation tools including pivot tables, graphs, flowcharts, etc.
- Prior experience with academic administration and Faculty Affairs
- Knowledge of the University faculty appointment process is a plus
- Experience in a supervisory role including the training and development of staff is strongly preferred
