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Manager of Faculty Affairs

Job Description

(60%) Academic Affairs (Appointments Personnel Transactions):

Responsible  for  staying proactive and stay up to date on the latest policies, procedures and system changes as communicated by CUHR and Provost Office, and other peer networks to adopt and utilize the latest effective tools and tips, and to ensure departmental compliance. This position responsible for understanding, interpreting and applying appropriate policies, procedures, and required regulations. Develops, disseminates, and maintains all checklists and standard operating procedures for the processing of personnel transactions at SEAS via PAC Template Based Hire (TBH), Nomination Form, Personnel Action Form (PAF), e-Term, and Rosters.

Reviews and provides Dean’s Office signatory approval of PAFs and Nomination forms for academic positions at SEAS. Maintains tracking system for submissions and returns of personnel transactions, and provides regular and ad hoc reporting. Coordinates with SEAS departments for the submission of the Adjunct faculty and Student Officer Rosters for Fall, Spring, and Summer semesters. Coordinates exception requests through other Columbia offices (e.g., fourth-year Postdoctoral appointments).

Responsible for Faculty background checks and verification.

Processing Faculty Housing, Postdoctoral Research Scientist and   related miscellaneous additional compensation payments.

Gather information for search initiations, search waivers, reappointments, and promotions. Collect applications, and provide administrative support to search and review committees; provide advice on process requirements. Gather all components of the academic affairs appointment and organize in compliance with guidelines. Maintain records documenting academic affairs searches, recruitment, and appointment/promotion processes.

Create and maintain effective templates, user manuals, spreadsheets and tracking tools to improve organization and effectiveness of academic affairs Payroll functions for the department, including maintaining rosters for appointment and reappointments. Manage all relevant PeopleSoft academic affairs processes, work competently and collegiately with departmental hiring managers and fiscal staff.

Develop and maintain reports to establish effective auditing and tracking procedures to ensure correct functioning of personnel actions.

(20%)Short-Term Visitors

Working closely with the SEAS faculty and departments in gathering and collecting materials needed for short-term visitor requests.

Under the general direction of the Director of Faculty Affairs, responsible for reviewing the materials submitted by each SEAS department for approval by the Provost office.

Work closely with the Director of Faculty Affairs on policy implementation for short-term visitors and compliance with university policies and federal regulations.

Serve as liaison with the Provost office within SEAS to follow up on visitor requests and address any issues in a timely manner.

Serve as liaison with the International Students and Scholars Office (ISS0) to ensure that international visitors have work authorization prior to their arrival to the University. 

(15%)Data Management:

Uploads scanned academic reacted documents to the online depository management system, assigns file attributes and folder locations, and maintains folder properties. Archives and assigns retention schedules for terminated employee files.

Analyzes data and compiles regular and ad hoc reports from PAC HR Manager Reports (“data warehouse”), SEAS HR databases, and other sources. Develop and maintain tools (databases/spreadsheets) for tracking and reporting academic affairs relate activities as needed. Serve as the point person for gathering and maintaining academic affairs payroll data. Effectively leverage Excel and similar tools to create and run reports.

Carry out a wide variety of projects arising in Academic Affairs. Document faculty process workflows and maintain process documentation for all Academic Affairs. Responsible for the academic affairs PeopleSoft database Integrity; and manage users and processes associated with information and reports that can be produced by the database.

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