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Operations Manager

2 months ago

New York, United States Columbia University Full time
  • Job Type: Officer of Administration
  • Regular/Temporary: Regular
  • Salary Range: $70,000 to $76,000
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 Operations Manager, reporting directly to the Department Administrator (DA) of Applied Physics and Applied Mathematics (APAM), plays a critical role in managing both academic and administrative hiring processes while also overseeing external relations and event management. This position ensures the smooth execution of day-to-day operations related to HR and academic appointments within the department, acting as a key liaison between APAM and the SEAS HR team. Primary responsibilities include initiating, reviewing, and tracking key HR forms such as Personnel Action Forms (PAFs), nominations, rosters, Template-Based Hire (TBH) transactions, position management, and e-Terms.

In addition, the Operations Manager will manage a wide range of department events and faculty workshops, providing necessary operational support and logistical management . This includes managing individual and group travel arrangements, as well as accommodations for guests, which occurs on a weekly basis or as needed for specific events. Their comprehensive oversight of both HR and operational processes ensures the department functions efficiently and in compliance with university standards.

Responsibilities

(40%) Coordination of Hiring, Appointments, and other Personnel Transactions:

  • Initiates PAFs and Nomination forms for academic and administrative positions.
  • Reviews such forms in collaboration with management.
  • Advises on faculty affairs and HR issues while ensuring compliance with all applicable policies and procedures.
  • Maintains tracking system for submissions and returns of personnel transactions.
  • Responsible for the submission of the Adjunct faculty and Student Officer Rosters for Fall, Spring, and Summer semesters and helps prepare GFA materials.
  • Manages departmental checklists and standard operating procedures for the processing of personnel transactions in the department via PAC Template Based Hire (TBH), Nomination Form, Personnel Action Form (PAF), e-Term, Interfolio and Rosters.

(30%) External Relations & Event Management:

  • Responsible for the department planning of events and faculty workshops, ensuring all aspects are organized and executed to the highest standards. Responsibilities include: overseeing logistical details such as venue selection, event scheduling, and on-site requirements like catering, budgets and security.
  • Additionally, this role manages essential operational tasks, including communication, documentation, and material preparation for faculty workshops and conferences.
  • Develop strategies for national and international promotion of the Department's research and academic accomplishments It also involves coordinating travel logistics for guests, handling both individual and group travel and accommodations weekly or as needed for specific events.

(20%) Faculty and Personnel Operations:

  • Creates appointment letters for Dean's Office review, and subsequent review by hiring faculty.
  • Assists with tenure-track and tenure promotion processes for all officers of instruction, tracks and reports departmental faculty rankings and departmental affiliates, including sabbatical leave tracker. Assists the DA with the recruitment of faculty and researcher positions.
  • Assists with effort reporting.

(10%) HR Record Management and Operations:

  • Manages HR documents into internal APAM drives for effective record keeping.
  • Assigns identifying attributes and manages folder properties to ensure organization.
  • Analyzes data and compiles regular and ad hoc reports from PAC HR Manager Reports ("data warehouse").
  • Supervise work-study and casual student interns, assigning them to projects and monitoring their performance if needed.
  • Addresses complex HR inquiries from APAM staff, and faculty. Serves as a backup for questions related to Short-term Casual payments.
  • Collaborates with the department on recruitment of staff using Columbia's job site (Talentlink).

Minimum Qualifications

  • Bachelor's degree required with 2-4 years' related experience required.

  • Must possess strong computer skills including proficiency with Microsoft Word and Excel. Experience with PowerPoint, Visio, Access, and Adobe Acrobat preferred. Experience using HR Information Systems is preferred. Prior experience with Columbia University HR systems is preferred (i.e., PeopleSoft at Columbia ("PAC"), Academic Search and Recruiting "ASR"). Prior experience processing Personnel Action Forms (PAFs) and Nomination Forms is highly desirable.

  • Must possess a high degree of personal integrity and ethics. Must be trustworthy with sensitive, confidential information. Incumbent must be self-directed and exercise strong judgement with changing priorities.

  • This position requires a high level of independent judgement and has the responsibility to advise the DA on many aspects of academic appointments.

  • 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 for customer service and strong problem-solving skills. Must be able to 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 is a must.

  • Positive, forward-thinking, mission-oriented attitude and sense of humor a must.

  • As part of the applicant process, finalist will be required to complete a Excel skills assessment.

Equal Opportunity Employer / Disability / Veteran

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