New York Seasonal Jobs

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Building: Studebaker
• Salary Range: $80,000 - $90,000

Position Summary

Columbia University's Mortimer B. Zuckerman Mind Brain Behavior Institute brings together world-class scientists across academic disciplines conducting pioneering research to transform our understanding of how the brain works - and gives rise to mind and behavior. The Institute fosters a collaborative and inclusive environment across 50+ labs, advancing insights into human health by exploring how the brain develops, performs, endures, and recovers.

At the Zuckerman Institute, we are committed to becoming a more inclusive, equitable, and diverse place of scientific discovery and support a culture of respect. Promoting diversity in science will help drive the transformative science that can change the world.

Situated in the Jerome L. Greene Science Center on Columbia's Manhattanville campus, the state-of-the-art building offers an environment where the highest level of scholarly scientific research takes place daily, with the benefit of being located in the heart of New York, one of the world's most vibrant and culturally rich cities.

Under the general direction of the Associate Director and Senior Associate Director, the candidate will be responsible for organizing and assisting in the process for academic appointments, reappointments, visiting student interns, visa updates, payroll, work eligibility, and general HR processing, as examples. This role also supports the programs and workshops supporting the international researchers within ZI.

The generalist will be responsible for staying current on university policies and procedures set forth by the Provost Office, ISSO, Central HR, and other University central offices related to this role while providing top-notch service to stakeholders and colleagues throughout.

Responsibilities

• As an initiator and first-level approver, organize and enter workflow in PeopleSoft, ensuring accuracy and timeliness in meeting deadlines; review and process a wide range of appointments in compliance with university policies. Maintain tracking systems as directed by the ZI HR Ops Director; serve as liaison with the Provost Office pertaining to questions and clarification of academic appointments, policies, and procedures.
• Prepare academic new hire nominations, template-based hire appointments, and reappointment letters and packets; maintain effective templates and tracking tools to improve organization and effectiveness of academic affairs new appointment and reappoint functions. Prepare monthly PeopleSoft (PAC) reports monitoring visa and appointment end dates. Manage visa check requests.
• Post academic positions in the University's Academic Search and Recruiting module in the Interfolio system in compliance with EOAA practices and policies. Ensure accuracy and timeliness of selecting finalists and closing postings when recruitment has ended, providing administrative support as needed. Post externally as needed.
• Under the direction of the Assoc/Sr Assoc Director, manage onboarding materials and schedule meetings, interviews, and new hire activities, supporting new hire postdoctoral researchers and newly hired academic researchers, VSIs, and other visitors. Create UNIs, help new researchers obtain their ID, confirm building and lab access, medical surveillance, and any other support as needed to ensure the researcher is able to start work on day one.
• Support year-end roster and eComp processing, running reports and preparing communications as directed. Connect with labs for disseminating information and providing transparent, clear communications.
• Manage Time and Labor Absence Management for postdocs and officers of research, ensuring training is provided before and after onboarding. Regularly check the TLAM system for entries and updates, and communicate with postdocs/researchers several times a year to confirm they are using the system.
• Provide assistance as needed with HR Admin Talent Link transactions during exceptional busy recruitment and year-end processing cycles; assist with onboarding for all types of hires as needed.
• Other duties and projects as assigned.

Minimum Qualifications

• 2-4 years of related experience traditional HR experience. Bachelor's Degree required. To be considered, candidates must have a minimum of 2 years of experience in Academic Affairs or Faculty Affairs.
• Proficiency with Microsoft Office (word, PowerPoint, excel) is required.
• This role requires a candidate who is a team player, with the seasoned ability to work on multiple changing priorities with demonstrated experience working with many levels of faculty, researchers, students, and staff, exemplifying top-notch customer service while remaining calm under pressure. The ability to think ahead and anticipate needs, work independently to resolve problems, understand policies synthesize complex information, and create smooth working relationships is critical. One hundred percent attention to detail is expected, along with excellent communication skills.

Preferred Qualifications

• Familiarity with PeopleSoft, Salesforce, and Asana is highly preferred.
• Experience working in an academic or research setting is highly preferred.
• Internal candidates are encouraged to apply.