Advertised Summary Job Description: Reporting to both Assistant Provosts for Academic Appointments, the Assistant Director also supports the Associate Provost for Academic Appointments in managing the daily operations of the University's academic appointments process. The Assistant Director executes a wide variety of responsibilities pertaining to the unit's finances, administration, and communications and assists the senior staff in the Division of Academic Appointments in administering policies and maintaining various databases relating to academic personnel.
Manages the process for the production of appointment letters for academic personnel; works with the Division's staff to ensure that they have all the materials needed to generate letters.
Applying the policies governing academic leaves, including sabbatical leaves for tenured faculty, and the extension of postdoctoral appointments, prepares and disseminates leave authorization letters and letters authorizing extensions for postdoctoral appointments for the Vice Provost for Faculty Affairs; helps maintain the leave records of academic personnel throughout the University, including Sabbatical Forecasts and Service Records.
Manages the appointment paperwork and its timely submission to Human Resources for processing and/or return of materials to departments and schools, troubleshoots problems that academic departments and/or the Human Resources Processing Center (HRPC) encounter with tracking electronic and paper appointments, reappointments, and terminations.
Ensures that the Division's electronic and paper records are in order and easily accessible to all the staff in the Division; and works with the staff in University Archives to ensure proper retention and off-site storage for historical records. Manages the quality and data integrity of the historical data in the Division's Academic Appointments Database (AAD).
Prepares, monitors, and reconciles the budget of the Division of Academic Appointments and handles all financial affairs, including tracking spending, financial reporting, and all procurement, vendor selection, audit and reconciliation processes for the Division under the guidance of the Vice Provost for Administration's staff.
Working with the Associate Provost prepares, proofreads, and distributes the monthly reports for the Trustees' Academic Affairs Committee.
Manages the calendars of the Associate Provost and Assistant Provosts; acts as the primary contact for offices of senior University administrators; triages incoming and outgoing documents; monitors electronic communications to and from the Academic Appointments Division; and drafts correspondence for the Associate Provost and Assistant Provosts;
Supervises the work study students/casuals in the office, and is responsible for submitting their hours for Payroll processing.
Works closely with the Associate Provost and Assistant Provosts on special and/or time sensitive projects assigned by various members of the Provost's senior staff.
Other tasks as assigned.
General Minimum Qualifications: Bachelor's degree and/or equivalent and a minimum of 3 years of related experience required.
Additional Specific Minimum Qualifications: Working knowledge of academic appointments required. Knowledge of PeopleSoft required.
The incumbent must have the experience, judgment, initiative, foresight, flexibility, and energy required to ensure that the Division functions smoothly and meets the needs of the University's academic community.
Administrative experience in an institution of higher education, preferably in an executive office. Familiarity with word processing, spreadsheet software, and database management software, preferably ACCESS. Excellent organizational skills. Excellent oral and written communication skills. Great attention to detail and accuracy absolutely necessary; must be able to proofread accurately. Ability to work independently and handle multiple time-sensitive tasks under short deadlines. Ability to handle confidential information with great discretion. Point of contact for the interaction between the Division of Academic Appointments and the offices of senior University administrators Ability to supervise staff. Ability to work with staff at all levels of the organization.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_173056
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.