• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: Jerome L. Greene Science Center
• Salary Range: 100,000 - 110,000

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

In support of the Institute's research enterprise, the Senior Academic Affairs Generalist serves as the lead administrator for academic affairs operations related to postdoctoral researchers, associate and research scientists, and Professional Officers of Research. The role independently oversees complex academic appointment processes including reappointments, promotions, compensation actions, fellowship and stipend administration, visa related timelines, and Provost Office submissions, ensuring compliance with University policy, collective bargaining requirements, and established deadlines.

Reporting to the Head of HR, the incumbent provides operational leadership for academic affairs processes across the Institute's research population and serves as a key advisor to HR leadership, lab managers, and administrative partners on policy interpretation, procedural implementation, and risk mitigation. The role develops and maintains standardized workflows, service expectations, tracking tools, and communication plans that support consistency, efficiency, and accuracy across the Institute.

The Senior Academic Affairs Generalist works under minor supervision and is responsible for identifying process improvements, implementing procedural changes, coordinating academic affairs training for stakeholders, and maintaining metrics and reporting related to appointments, compensation, and compliance. This role also supports selected hiring, onboarding, and offboarding activities and serves as a central point of expertise for academic affairs administration across the Zuckerman Institute.

Responsibilities

• Lead the planning, execution, and continuous improvement of the Institute's annual academic reappointment cycle for postdoctoral researchers, associate and research scientists, and Professional Officers of Research. Develop and maintain a strategic annual calendar identifying quarterly and monthly milestones, deadlines, and escalation points related to reappointments, compensation, visa end dates, title end dates, and time in rank.
• Serve as the Institute's subject matter lead on academic appointment and reappointment procedures. Interpret and apply University policy, Provost Office guidance, collective bargaining agreement provisions, and central Human Resources requirements, and advise HR leadership, lab managers, and administrative partners on procedural requirements, compliance risks, and appropriate next steps.
• Independently oversee the preparation, review, and submission of appointment, reappointment, reclassification, promotion, and compensation materials. Ensure all documentation is complete, accurate, policy compliant, and submitted within required deadlines. Escalate only exceptional or high risk matters to the Head of HR.
• Lead the design, documentation, implementation, and communication of standardized academic affairs procedures across HR, finance, and lab administrative stakeholders. Maintain process maps, workflow tools, service standards, and tracking mechanisms to support consistency, transparency, and operational efficiency across the Institute.
• Coordinate and provide day to day functional direction to staff and administrative partners involved in academic affairs workflows. Support quality control of submissions, assign or redirect workflow steps as appropriate, and provide training and guidance to new administrators, lab managers, and HR colleagues on appointment procedures, deadlines, and documentation standards.
• Manage fellowship reappointments, postdoctoral appointment clocks, stipend increases, zero salary reappointments, title changes, and related academic personnel actions. Ensure stipend, fellowship benefits, IDI payments, vendor setup, and related transactions are processed accurately and in accordance with University policies, agency requirements, and institutional deadlines.
• Serve as the primary operational lead for Provost Office submission materials and packets for semi monthly review meetings, including new appointments, reappointments, compensation actions, and year end academic affairs activities. Maintain responsibility for monthly and quarterly academic affairs metrics and reporting, identifying trends, risks, and process issues for leadership review.
• Provide expert guidance on academic leaves of absence, visa related timelines, and work eligibility documentation. Liaise with central offices including the Leave Management Office, NY Life, and other University partners to resolve issues and ensure continuity of employment and compliance.
• Participate in strategic planning with the Head of HR and operational leadership on improvements to academic affairs administration. Assess the impact of new policy guidance and recommend implementation approaches, communication strategies, and procedural updates that strengthen service delivery and compliance across the Institute.
• Manage selected Staff Associate level positions and promotions as needed, including consultation with Principal Investigators and lab managers on job descriptions, recruitment questionnaires, and required academic affairs and recruitment processes.
• Coordinate onboarding and offboarding processes for Officers of Research and related academic populations, ensuring all required documentation, systems activity, and communications are completed accurately and in accordance with Columbia University policies.
• Maintain organized files, records, shared drives, and tracking tools to support audit readiness, reporting accuracy, and operational continuity.
• Perform additional duties and projects as assigned in support of the Institute's academic affairs and HR operations.

Minimum Qualifications

• Bachelor's degree; Master's degree preferred.
• Minimum of 4 - 5 years of demonstrated experience performing similar and progressively responsible academic administrative work within an academic institution.
• Strong knowledge of academic reappointment processes, compensation structures, visa sponsorship procedures, and policy compliance.
• Detail-oriented and highly organized, with the ability to manage multiple priorities and deadlines effectively.
• Demonstrated ability to collaborate effectively across all levels of the organization while maintaining professionalism, confidentiality, and sound judgment.
• Exhibits strong interpersonal skills and emotional intelligence, fostering positive working relationships through clear communication, respect, and empathy.

Preferred Qualifications

• Columbia Academic Affairs experience strongly preferred.
• Columbia University experience using Peoplesoft, TalentLink, Interfolio and Columbia Financial systems.
• This candidate will have a growth mindset, be client focused, flexible, with the ability to provide positive customer service, clear communications and will have the required ability to troubleshoot issues when needed. Must be a clear thinker with interest in solving problems and understanding the client base.
• This role requires strict compliance and aligned with CU policies; must have a proven track record of dealing with a fast paced, changing environment with the ability to navigate a large University type setting while working in a carved out specialized research area.