• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Temporary
• End Date if Temporary: 10/1/2024
• Hours Per Week: 35
• Standard Work Schedule:
• Building: Studebaker
• Salary Range: $65,000 - $70,000

Position Summary

Columbia University's Mortimer B. Zuckerman Mind Brain Behavior Institute brings together world-class scientists across academic disciplines conducting pioneering research to transform our understanding of how the brain works – and gives rise to mind and behavior. The Institute fosters a collaborative and inclusive environment across 50+ labs, advancing insights into human health by exploring how the brain develops, performs, endures and recovers.

At the Zuckerman Institute, we are committed to becoming a more inclusive, equitable and diverse place of scientific discovery and support a culture of respect. Promoting diversity in science will help drive the transformative science that can change the world.

Situated in the Jerome L. Greene Science Center on Columbia’s Manhattanville campus, the state-of-the-art building offers an environment where the highest level of scholarly scientific research takes place on a daily basis, with the benefit of being located in the heart of New York, one of the world’s most vibrant and culturally rich cities.

Reporting to the Assistant Director, The Human Resources Coordinator will be responsible for administrative functions related to recruitment, onboarding, maintenance of employee files, and other miscellaneous HR administrative tasks. The Human Resources Coordinator provides excellent customer service to staff at Zuckerman Institute by being proactive, responsive to employee inquiries, and encouraging teamwork and collaboration. The role serves as a vital member to the HR team providing overarching support for a large population of researchers and employees within the Zuckerman Institute.

• The is a full-time temporary assignment on a hybrid schedule.

In-person Tuesday and Thursday and remote on Monday, Wednesday and Friday. Schedule subject to change.

Responsibilities

• Uses Columbia University TalentLink website to submit Non-Union-Support-Staff (NUSS) job descriptions for posting. Follow the TalentLink workflow to move the recruitment process along.
• Performs onboarding activities in TalentLink such as conducting references, initiating background checks, and prepares and submits offer letters for central HR approval.
• Coordinates onsite and or ZOOM interviews for candidates with hiring managers.
• Follows through on Salesforce task list accurately e.g. I.D badge, UNI activation, DocuSign, JLG access, and I-9.
• Coordinates medical surveillance and visual compliance.
• Performs initiator level transactions in PAC such as entering Template Based Hire (TBH). Ensures all TBH entry information is accurate and processed through reconciliation in a timely manner.
• Follows up with new hire within two weeks after their start date, to ensure a smooth transition to Zuckerman Institute.
• Maintains and update the organizational charts as well as HR logs e.g. PAC transactions and recruitment.
• Provides follow-up support for Time Labor and Absence Management (TLAM) by creating unapproved timesheet reports. Contact managers to approve staff’s timesheet on a bi-weekly basis. Serve as a TLAM Departmental Time Administrator (DTA) backup.
• Reconciles P-Card transactions related to the Assistant Director purchases in accordance with ZI and CU Finance deadlines. Submit Concur expenses as needed. Orders and track HR office supplies. Submit HR invoices to ZI finance for processing e.g. HireRight.
• Supports the Executive Director in various administrative tasks such as calendar management and coordinating meetings and HR training events as directed.
• Additional responsibilities as assigned.

Minimum Qualifications

• 2–4 years of related experience. Bachelor’s degree and/or equivalent related experience required.

Preferred Qualifications

• Advanced degree preferred. Prior experience in academic environment or Medical Center highly desired. Must be able to demonstrate excellent interpersonal, written, and oral communication skills, including active listening skills. Strong editorial and grammatical expertise essential. Analytical and quantitative skills required, along with demonstrated project management experience. Must have a strong understanding of the importance of confidentiality. Knowledge of DocuSign, Concur, PeopleSoft is a plus.
• Must be capable of working independently, with strong attention to detail, as well as collaboratively, and take a proactive approach and anticipate needs. Excellent computer skills in MS Office Suite, particularly Word and Excel. The successful candidate must be proactive and engaging, flexible in nature, possess sound judgment with a collaborative style that fosters teamwork and cooperation beyond the immediate team to the broader organization. Must have a passion for excellent customer service and commitment to exceptional quality.

Equal Opportunity Employer / Disability / Veteran

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