New York Seasonal Jobs

Job Information

Columbia University Assistant Director, Academic Appointments & Payroll in New York, New York

  • Requisition no: 518139

  • Work Type: Full Time

  • Location: Campus|Morningside

  • School/Department: null

  • Categories: Finance/Accounting,General Administration,Administrative Support

  • Job Type: Officer of Administration

  • Bargaining Unit:

  • Regular/Temporary: Regular

  • End Date if Temporary:

  • Hours Per Week: 35

  • Salary Range: Commensurate with experience

A strong internal candidate has been identified for this position, however, we are still accepting applications from other qualified candidates.

Position Summary

Reporting to the Executive Director of Academic Appointments and Payroll, the incumbent has overall responsibility for reviewing academic appointment paperwork for students, researchers, and summer session faculty, to ensure appropriateness, completion, and compliance with University processes and procedures, and acts as the final approver in Arts & Sciences for final Provostial review. Manages all financial accounting of student and summer session salaries. Takes the lead in training all new administrators in the academic appointment process. Identifies systemic process issues and works with Executive Director and Central Offices to implement changes.


Human Resources Functions -

  • Approves academic appointment paperwork for students and researchers in Arts & Sciences Departments, Centers and Institutes, as well as School of the Arts (SOA) and School of Professional Studies (SPS), for submission to Graduate School of Arts and Sciences (GSA - student appointments) and Provost Office (Officer of Research).

  • Manages the appointment process for academic hires affiliated with Arts & Sciences’ institutes and centers.

  • Responsible for approving all academic appointments (students and faculty) for summer session.

  • Undertakes continuous review and assessment of all hiring processes to ensure the accurate and timely processing of appointments. Creates new processes as necessary and implements them at the direction of the Executive Director.

  • Advises Departments, Centers, Institutes, SOA and School of Professional Studies (SPS) on University polices for appointing personnel.

  • Acts as point person for inquiries relating to policies and procedures for student officers, officers of research, and summer session faculty appointment paperwork; troubleshoots and resolves issues as necessary.

  • Ensures quality of data relating to academic personnel . Works closely with Academic Affairs and Provosts office to ensure compliance with University policies.

  • Documents all internal human resources/payroll, Provost and GSAS policies and ensures they are consistently applied throughout A&S and in accordance with University, Provost and GSAS guidelines. Executes changes in governmental and University policies as they relate to appointments and payroll and ensures their adoption by A&S departments, institutes and centers.

  • Responsible for processing all leave requests for Research Officers (especially partial leaves for teaching) and ensures paperwork is processed correctly and in a timely manner.

  • Responsible for Ecomp (Annual recertification) for students and researchers and ensuring all Officers of Research receive accurate reappointment letters. Advise and communicate with Departments, Centers and Institutes for incomplete documentation.

Payroll Functions

  • Processes and approves additional compensation, as well as cost transfers and salary distributions, for the Students and Officers of Research. Ensures that additional compensation for Researchers follows University and Provost policy.

  • Works closely with the Executive Director of Academic Appointments, A&S departments, centers and institutes, Restricted Funds and Payroll Accounting, to clear Payroll Suspense and process payroll make sure salaries are on appropriate chartstrings.

  • Identifies, resolves and/or escalates payroll issues as they arise. Partners with Provost’s Office and central HR to resolve employee questions and issues.

  • Works closely with Executive Director on reconciliation of A&S budget (Full-Time and Part-Time Faculty) with University Accounting System (ARC).

  • Provides guidance regarding PeopleSoft and acts as an intermediary with Central University offices in resolving issues. Trains administrators and staff as needed in processing nomination/personnel action (PAF) forms and PAC labor distribution modules.

  • Acts as backup for the Executive Director on Faculty appointments and labor transactions approvals.

  • Performs other duties and special projects as requested or assigned.

Minimum Qualifications

  • Bachelor’s degree.

  • A minimum of 5 years of related experience.

Preferred Qualifications

  • Advanced degree desirable.

Other Requirements

  • Must have, or be able to acquire quickly, a detailed knowledge of University policies, procedures, and systems.

  • Computer literacy and experience with spreadsheets and databases.

  • Knowledge of Human Resources policies and procedures.

  • Strong communication, interpersonal, and organizational skills required.

  • Initiative, discretion, ability to establish priorities, ability to work under pressure and without supervision and good independent judgment required.

Equal Opportunity Employer / Disability / Veteran

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