Administrative Coordinator

• Job Type : Officer of Administration
• Regular / Temporary : Regular
• Hours Per Week : 35
• Salary Range : $77,000 - $79,500

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

The Office of Faculty Affairs is the administrative arm of Academic Affairs. It oversees the administration and facilitation of policies and processes relating to academic personnel appointments, reappointments, promotions, tenure review and leaves of absence.

It is responsible for ensuring compliance with university statutes and with local, state and federal employment regulations and laws, including equal employment and affirmative action policies.

Faculty Affairs serves as a resource to other CU central offices for faculty data and provides support both to faculty and departmental administrators in process-related matters for faculty, officers of research and student officers.

Responsibilities

Reporting to the Assistant Vice President of Academic Appointments and Senior Director of Faculty Affairs, the Administrative Coordinator will be responsible for key aspects of the Columbia University Irving Medical Center (CUIMC) academic appointment processes and administrative functions including :

• Advising departmental faculty and FA administrators on academic policies, CU statutes and business practices
• Performing academic personnel employment credentials verification
• Reviewing the Short-term Visitors' and Visiting Student Intern registrations ensuring compliance CU policies and regulations and working with CUIMC-IT and HR on system issues
• Assisting AVP with calendar management and meeting scheduling
• Preparing correspondence for AVP pertaining to faculty transactions
• Managing the review of academic personnel renewal letters for compliance with OGC and Provost requirements
• Review Staff Officer of Research Position Classification Forms and leave to ensure submissions comply with policies
• Preparing academic appointment documents for submission to Payroll, the Provost Office and the Human Resources Processing Center (HRPC)
• Maintaining electronic credentialing files and performance / tracking logs.
• Daily scanning of transaction paperwork for the creation / update of electronic files
• Responsible for procurement of office supplies and services
• Assisting with facilities, equipment, keys and telecommunications service requests
• Providing support for the academic personnel annual renewal roster process
• Special projects and related duties as assigned

Minimum Qualifications

Bachelor's degree or the equivalent in education, training and experience, plus three years of related experience.

Other Requirements

• Excellent interpersonal, communication, and judgment skills
• Highly motivated, creative and a self-starter
• Strong analytical ability and organizational skills
• Strong knowledge of Microsoft Office applications
• Detailed oriented and have the ability to multi-task, prioritize and follow up
• Ability to interact effectively with individuals at different levels, as well as the ability to work in a highly visible fast paced environment all under the aegis of confidentiality
• Ability to work independently and in a team environment to execute complex tasks under demanding deadlines
• Knowledge of the University faculty nomination and appointment process a plus
• Knowledge of PeopleSoft a plus

Equal Opportunity Employer / Disability / Veteran

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