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Assistant Manager, HR & FA
Columbia University in New York City, New York
Date Posted 12/15/2020
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled

  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range:

Position Summary

Reporting to the Associate Director of Human Resources & Faculty Affairs for Columbia University School of Nursing (CUSON), the Assistant Manager of Human Resources & Faculty Affairs will provide overall support to the team by providing oversight of specific functions of the office.


Responsibilities will include:

  • Onboarding and processing full-time faculty hires as well as consistently monitoring compensation to ensure pay is accurately reflected;
  • Reviewing new hire, changes in status, titles, pay, and leave transactions entered by HR Coordinators to ensure accuracy and timeliness of processing, including pitching in during high peak seasons and processing transactions;
  • Providing guidance to HR coordinators on HR and Payroll processes and knowing when to escalate issues to the Associate Director or Assistant Dean of Human Resources & Faculty Affairs when necessary;
  • Working with the Office of Faculty Affairs, CUIMC Human Resources & Payroll departments to help research and resolve issues with appointment processes, hiring complexities and pay discrepancies;
  • Checking and approving bi-weekly payroll in FinSys (University’s Financial System);
  • Reviewing and editing job descriptions to ensure consistency and equity in job responsibilities, salary grades, hiring ranges, pay rates, etc.;
  • Providing assistance in the medical leave process by monitoring sick time, explaining paperwork, tracking FMLA leave usage, and ensuring leaves and returns are processed appropriately;
  • Ensuring the Postdoctoral Fellowship & Scientist processes are running smoothly by monitoring start/end dates, ensuring paperwork is completed accurately and sent to the appropriate departments (Office of Faculty Affairs, Payroll & Benefits), and drafting extension letters when necessary;
  • Creating and maintaining reports for both the Assistant Dean and Associate Director and preparing reports for internal CUSON departments on an ad hoc basis;
  • Assisting the Associate Director in ensuring compliance with mandatory trainings (i.e., HIPAA, NYS Anti-Harassment Trainings, Return to Work Requirements, etc.) and other requirements by the University;
  • Actively monitoring and editing CUSON webpages to ensure policies, trainings, new hire profiles, terminations, and org charges are regularly and accurately updated;
  • Assisting with the annual salary rosters by gathering and entering information from different sources, as well as collecting & preparing documentation that needs to be submitted with rosters (e.g., PAFs and supporting documentation for promotions, title changes, terminations, nonrenewals, etc.);
  • Drafting annual full-time faculty reappointment letters, including confirming updated credentials, salary, titles, and other information;
  • Working with the entire team to build a strong HR presence in the recruitment process by conducting phone screens, helping to build templates for interview processes, researching diversity websites for specific postings, etc.;
  • Providing exceptional customer service to all individuals s/he comes into contact with, including internal management & staff, members of CUSON and CUIMC leadership, etc.; and
  • Performing other assignments, projects & responsibilities as needed and assigned.

Minimum Qualifications

Bachelor’s degree or equivalent in education and experience, plus three (3) years of related experience.

The successful incumbent will have a previous experience in the field of Human Resources with a fundamental knowledge in best HR practices, payroll, recruiting, and managing leaves of absence. S/he will have an incredibly strong attention to detail and exceptional communication (written & verbal) and interpersonal skills. The successful incumbent will be self-motivated with a proactive work approach and be able to handle multiple projects while working accurately.

The Assistant Manager will have proven experience in using excellent judgement and exercising discretion when dealing with confidential information. S/he should also have experience managing projects and must be able to work both independently and as part of a team. Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook is also required.

Preferred Qualifications

Knowledge of Columbia University systems, policies and procedures is a strong plus for this role.  Prior experience in the Columbia University Faculty Affairs appointment process is also highly preferred.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

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