Overview

POSITION SUMMARY

In consultation with the Director of Human Resources, the HR Manager is responsible for the administration of faculty and staff appointments in the School of the Arts (SoA), and supervises student worker and non-student short-term casual appointment and payroll processes. The Manager advises faculty and staff on University human resource and payroll policies and procedures, and resolves payroll and personnel problems in consultation with the Director. Acts as deputy for human resources and payroll matters in the absence of the Director.

RESPONSIBILITIES

Faculty Personnel and Payroll Management

Continuing Faculty:

  • Manage personnel system of approximately 85 full-time faculty and 300+ adjunct faculty each year; generate letters of appointment; oversee paperwork processing with Payroll Coordinator to assure prompt salary payments; answer faculty questions about payroll, benefits, and MyColumbia portal; advise faculty concerning University policies and procedures.
  • Works with Director to administer visa application process for faculty appointments. Work closely with the International Students and Scholars Office (ISSO) to answer questions or concerns.
  • In consultation with the Director, maintain accurate leave records and submit faculty leave requests to the Office of EVP Arts & Sciences.

Hiring New Faculty:

  • In consultation with the Office of EVP Arts & Sciences, prepare new full-time faculty appointment letters for Director and Dean’s review; communicate comprehensive on-boarding information to new faculty; process new hire paperwork in payroll system.
  • Assists with compliance tracking efforts (including COVID-19 protocol), including communications regarding specific protocol steps; answers questions as they arise.
  • Partner with Communications each semester to acquire faculty headshots and bios for SoA website; in consultation with the Director and Dean, compile accurate faculty status changes for website publication.

Administrative Personnel and Payroll Management

  • Work closely with Director to manage all personnel processes for officers of administration and support staff. Administer system operations in Talentlink for position changes and searches; submit job descriptions and requisitions for Central HR approval; post open positions on internal and external job boards; initiate background checks. Conduct probationary-period reviews of support staff; partner with CUHR Client Manager to facilitate timely processing of employee status changes and payroll transactions. Communicate and track termination processes for departing staff.
  • Partner with Director and Leave Management to carefully monitor staff leave approvals and documentation; communicate with Cigna/NY Life as needed for claim processing; prepare and send leave correspondences. In consultation with Director, advise staff on leave policies and procedures.
  • Collect and monitor attendance reports required of all support staff and officers of administration and submit annual Time and Attendance report to HR. Assist Director in gathering annual performance reviews.
  • Create, update and maintain Visio organizational charts for HR. Maintain well-regulated personnel filing system to ensure record-keeping best practices.

Student Workers / Short-Term Casual Personnel and Payroll Management

  • Manage the roster process of 400+ MFA and MA students hired annually as student employees; act as 1st level approver on student worker and short-term casual payroll hiring in PeopleSoft at Columbia (PAC). Oversee the bi-weekly timesheet collection process.
  • Work directly with DAAs and Lenfest Center for the Arts administration to manage student application postings, student hires, and student service position allocations. Work with the senior program staff, with support from the Payroll Coordinator, in coordinating the centralization of student job postings and application process into the SoA Business Office.

General Payroll Administration

  • Manage payroll accounting and resolution of payment issues such as overpayment recovery and stop payments/reissues of missing paychecks. Communicate to Service Now Help Desk as necessary.
  • Manage the processing of documentation for faculty and staff using specialized computer software and processing systems such as ARC/PeopleSoft and DIA.
  • Run and review quarterly payroll reconciliation of payroll transactions; manage clearing payroll suspense account on a monthly basis, produce routine and ad hoc payroll reports for planning purposes using PeopleSoft’s reporting and query tool. Assist the Director with yearly e-Comp submission and preparation of annual salary letters for all officers of administration and full-time faculty.
  • Produce ARC reports of salary spending vs budget, with relevant analysis, for other SoA offices as needed; present information from reports to senior SoA leadership as needed.

Performs related duties & responsibilities as assigned/required. 

MINIMUM QUALIFICATIONS

  • Bachelor’s degree or equivalent plus minimum 3 years of related experience in an academic setting.
  • Ability to handle confidential information with exceptional judgment and discretion is essential.
  • Excellent communication and interpersonal skills with a strong customer service orientation required.
  • Demonstrated ability to set priorities, handle multiple (often ad hoc) assignments and work with diplomacy and efficiency in a fast-paced and changing environment required.
  • Demonstrated ability as a self-starter able to work independently with minimal supervision and as a member of a team-based office required.
  • Strong proficiency in Excel and database systems required.
  • Must have, or be able to acquire quickly, a detailed knowledge of University policies, procedures, and systems.

PREFERRED QUALIFICATIONS

  • Experience with the ARC Peoplesoft system highly desirable.
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