Generalist, HR/FA

Columbia University in the City of New York; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Columbia University in the City of New York is seeking an HR and Faculty Affairs Generalist to coordinate day-to-day HR/faculty affairs for the Basic Science Pod. The role includes recruitment support, onboarding, payroll processing, visa/immigration coordination, and collaboration with HR/FA leadership on ongoing projects.

You will manage onboarding and processes in PeopleSoft, Talentlink, and ServiceNow, ensuring timely transactions, compliance, and excellent service to departments and

Qualifications

• Bachelor's degree or equivalent with a minimum of 3 years of relevant experience.
• Detail- and task-oriented with ability to manage multiple priorities.
• Professionalism, diplomacy, discretion, and collaborative approach.
• Strong analytical and problem-solving skills.
• Excellent computer skills including Microsoft Office and databases.

Responsibilities

• Coordinate recruitment using Columbia's job site and external sources.
• Manage faculty appointments, reappointments, and promotions workflow.
• Oversee onboarding of staff, faculty, researchers, and students.
• Payroll and PeopleSoft processes, time-off tracking.
• Immigration-related needs and visa documentation.
• Use ServiceNow HR Ticketing System and maintain employee records.
• Lead or support special projects as directed.

Skills

Organizational skills

Attention to detail

Analytical skills

Professionalism

Collaboration

Time management

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Databases

Advanced spreadsheet skills

Job description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range:

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 Human Resources and Faculty Affairs Generalist is responsible for coordinating the day-to-day human resources/faculty affairs functions within the Basic Science Pod. They will meet weekly with HR/FA leadership team to provide updates on requested items. They will attend meetings with the HR/FA team, department contact, and/or Department Administrator to review the status of HR/FA transactions. Additionally, they will provide back-up support to other generalists, managers and directors, as necessary, including vacation and time-off back-up coverage for departments (may provide short-term or extended coverage assignments).

Responsibilities

• Recruitment

  • Assist with the recruitment of staff by posting positions using Columbia’s job site (Talentlink and ASR/Interfolio) in addition to posting on outside advertising sources.
  • Assist with the recruitment of staff by posting positions on Columbia's job sites and appropriate advertising sources, scheduling in-person meetings, managing the I-9 process; completing pre-hire background checks, processing all new hires and any employment related changes.

  Faculty Appointments, Reappointments & Promotions

  • Works with the Office of Faculty Affairs to manage the hiring process so that new faculty and other academic staff are able to on-board smoothly and function in the capacity for which they were hired.
  • Manages the reappointment process every year. Works with colleagues in the department to manage the reappointment process with focus on adherence to deadlines.

  Onboarding

  • Responsible for onboarding staff, faculty, researchers, and students. This includes scheduling welcome program, medical surveillance and UNI creation.
  • Communication with new hires and departments to ensure smooth onboarding experience.
    Initiate and process template-based hires in Peoplesoft and/or nominations ensuring accurate collection and processing of the information collected in PAC.
  • Process all short-term visitors and student utilizing JIRA.

  Payroll and PeopleSoft Process Management

  • Overseethe department's preparation and processing of payroll using TLAM and management of time-off tracking.
  • Manage the collections the collection and verification of time off trackers for all Academic Officers ensuring all submissions are up to date and approved by supervisors.
  • Process any employment related changes in Talent Link, as well as PAF (i.e. updating position numbers, for promotions, or re-classifications; leaves of absences and terminations) for PeopleSoft updates.
  • Liaise with internal and external constituents to resolve issues and to ensure time processing of new-hire/appointment, reappointment, termination and other related transactions.

  Compliance and Immigration

  • Responsible for immigration related needs of faculty and staff. Assisting with sponsorship for the F-1, J-1, H-1, 0-1 and TN-1 visas and prepare visa documentation for accompanying family members.
  • Work closely with the other generalists and supervisors to process new visas and renewals utilizing Compass.
  • Maintain communication with ISSO as appropriate. Complete and submit Termination forms to ISSO.
  • Track and ensure compliance concerning I-9 processing, HIPAA Training, Conflict of Interest, Medical Surveillance, Upcoming/Past Visa End Date Status, etc.

  Systems and Project Work:

  • Use ServiceNow HR Ticketing System to effectively manage all requests and communicate with HR/FA team.
  • Maintain and update employee records. Upload all employee forms and documents into Visual Vault.
  • Manage special projects as designated by Pod leadership.
  • Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent required plus a minimum of 3 years of relevant experience required.
• Must be resourceful, organized and detail and task oriented with the ability to establish priorities and follow up on multiple issues in a time-sensitive manner. Skilled at working under pressure and with minimal supervision and sound independent judgment required.
• Ability to exercise a high degree of professionalism, diplomacy, discretion, firmness, and collaboration in dealing with individuals at all levels.
• Strong analytical and tenacious problem-solving skills necessary
• Excellent computer skills including thorough knowledge of Microsoft Office, including knowledge of databases and advanced spreadsheet skills required.
• Must be able to quickly acquire knowledge of University policies, procedures, and systems.

Preferred Qualifications

• Certification (SHRM, Labor Relations, HR, etc).
• Degree in Human Resources or related field.
• Healthcare and or Academic Medicine experience.
• Human Resources experience preferred.

Equal Opportunity Employer / Disability / Veteran

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