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Job ID: 219169

Manager of Academic Appointments
Columbia University in the City of New York

Date Posted Aug. 4, 2023
Title Manager of Academic Appointments
University Columbia University in the City of New York
NYC, NY, United States
Department Dean's Office
Application Deadline Open until filled
Position Start Date Available immediately
  • Other Administrative Categories
  • Academic Affairs
    Academic Affairs
    Human Resources
    Human Resources

Position Summary

Under the general direction of the Director of Faculty Affairs, the Manager of Academic Appointments will serve as a liaison in academic personnel transactions, training, and faculty and academic personnel searches in the Faculty Affairs division within the School of Engineering and Applied Science (SEAS) Dean’s office. The incumbent will be responsible for overseeing the implementation of Columbia policies and regulations set forth by the Provost Office, ISSO, EOAA, and other university divisions within the School of Engineering and Applied Science


(65%) Appointments Personnel Transactions:

  • Reviews and provides Dean’s Office signatory approval of Personnel Action Forms, Intent to Sponsor requests, AWA additional compensation requests, and Nomination forms for new and existing academic hires at SEAS, including but not limited to faculty, researchers, and graduate student workers. Maintains tracking system for submissions and returns of personnel transactions, and provides regular and ad hoc reporting. Coordinates with SEAS departments on the submission of Adjunct Faculty and Student Officer Rosters for all semesters. Assists Dean’s Office with Faculty and Officers of Research E-comp recertification each fiscal year. Coordinates exception requests through other Columbia offices. Serves as a liaison between department personnel and the Provost’s Office on questions pertaining to academic appointments policies and procedures.

    Processes a wide range of transactions including payments approved by the Dean’s Office, as well as payments for Dean’s Office administrative units or staff. Processes Protection of Minor Background checks, and creation of UNIs for various Dean’s Office administrative units.

    May assist SEAS academic departments with the initiation and processing of HR transactions for Faculty and Academic Appointments, on an as-needed basis.

(10%) Academic Appointments Policies and Procedures:

  • Stays proactive and up-to-date on the latest academic appointments policies, procedures, and system changes as communicated by CUHR, the Provost’s Office, and other peer networks to adopt and utilize the latest effective tools and tips, and to ensure departmental compliance. Understands, interprets, and applies School and University policies and procedures, and enforces compliance with required regulations.
  • Disseminates, and maintains all checklists and standard operating procedures for the processing of personnel transactions at SEAS via PAC Template Based Hire (TBH), Nomination Forms, Personnel Action Forms (PAF), e-Term, and Rosters. Documents faculty affairs and academic appointment process workflows and maintains process documentation.
  • Maintains effective templates, user manuals, spreadsheets, and tracking tools to improve organization and effectiveness of academic affairs Payroll functions, including maintaining rosters for appointments and reappointments. Manages all relevant PeopleSoft academic affairs processes. Works competently and collegiately with departmental hiring managers and fiscal staff.

(10%) Training:

  • Provides training support to department staff on academic personnel transactions. Maintains academic appointments best practices and disseminates guidance to department staff. Serves as a liaison in the Dean’s Office with the nine Columbia Engineering departments to address inquiries and requests.

(10%) Academic Searches:

  • Reviews academic job postings and troubleshoots questions from department staff about use of the Academic Search and Recruiting module in Interfolio. Gathers information for search initiations, search waivers, reappointments, and promotions. Collects applications and provides administrative support to search and review committees; provides advice on search process requirements. Maintains records documenting academic affairs searches, recruitment, and appointment/promotion processes. Works with departments to ensure timely background checks for faculty hires.

(5%) Data Management:

  • Uploads scanned academic documents to the online depository management system, assigns file attributes and folder locations, and maintains folder properties.
  • Maintains tools (databases/spreadsheets) for tracking and reporting academic appointments-related activities as needed. Serves as the point person for gathering and maintaining academic appointments payroll data.

(5%) Other:

  • Performs other related duties and special projects as assigned.


Minimum Qualifications

  • Bachelor’s degree and/or its equivalent in working with administrative processes or an equivalent combination of education and experience. Minimum of 2-4 years of relevant experience in Academic Affairs, Faculty Affairs, and/or Human Resources.
  • Must possess strong computer skills including proficiency with Microsoft Word and Excel. Demonstrated experience in managing complex administrative processes.
  • Demonstrated experience in training. Excellent communication skills.
  • Demonstrated problem-solving skills.
  • High level of independent judgment and sensitivity. Demonstrated ability to work well with colleagues. Experience with PowerPoint, Visio, Access, and Adobe Acrobat preferred.
  • Must possess a high degree of personal integrity and ethics.
  • Must possess strong oral and written communication skills. Must demonstrate strong interpersonal skills and ability to interact effectively with a wide range of constituencies and to establish rapport, trust, and collaborative working relationships.
  • Must have an orientation toward customer service and strong problem-solving skills. Must be able to multi-task in a high-volume environment, prioritize and organize workflow, establish and achieve realistic timelines for workplace deliverables, and function with autonomy and self-direction to achieve goals and objectives.
  • Rigorous attention to detail and accuracy is a must. A positive, forward-thinking, mission-oriented attitude and sense of humor is a must. Ability to creatively solve problems in order to meet goals and objectives.


Salary Range:  $70,000 to $78,000

  • Equal Opportunity Employer / Disability / Veteran

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

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