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Reporting to the Director of Academic Administration and Finance (DAAF), the Faculty Affairs Coordinator provides support to the DAAF, Chair and faculty to ensure all the administrative, record keeping, and event planning needs related to faculty in the department are delivered efficiently and effectively with attention to detail and customer care.
Administrative Support (60%):
Maintains confidential faculty records on Confluence, a collaborative website for faculty;
Processes and maintains departmental records in the J-Drive of individual faculty in separate files, including offer and retention letters, annual salary letters, renewal letters, and review materials.
Under the supervision of the DAAF, the incumbent coordinates faculty reviews in accordance with established A&S and Provostial procedures;
Maintains dossiers for junior faculty reviews and materials for tenure cases, including preparation of lists (comparables, consultants and referees); processes referee requests for tenure review materials; uploads and tracks outside letters of reference, providing access to letters by appropriate tenured faculty; prepares tenure review dossiers for submission to PTC and TRAC.
Coordinates faculty searches in coordination with search committee chairs; responds to emails from applicants and references; uploads confidential letters of reference to RAPS/Interfolio;
Schedules search committee meetings and interviews; creates itineraries for candidates' visits (i.e. flight, hotel, meetings, meals, etc.);
Creates and distributes flyers for job talks and ensures proper setup of department's meeting room for search talks and department meetings.
Provides supports for all department activities related to faculty affairs, including retreats, ARC reviews, retirement conferences, and memorial services.
Assist the Committee on Inclusion and Diversity (CID) to occasionally organize events and meetings with junior faculty.
Processes Visiting Scholars applications and visa paperwork with the International Students and Scholar Office (ISSO).
Also processes visas with ISSO for visiting faculty, researchers, adjuncts, and Alliance Doctoral Mobility Grant recipients.
Record keeping/Data management (35%):
Attends all Executive Committee and Tenured Executive Committee Faculty meetings; takes attendance; counts any votes taken with the DAAF, and drafts minutes.
Creates and maintains all faculty bio pages on the department's website, including recent publications, office locations and office hours;
Works with the assistance of the department Administrative Assistant for communications to publish faculty news items and announcements on department social media avenues (Twitter, dept. website, and Facebook).
Uploads FIFS and CVs to Confluence as provided by EVPAS office for department Chair and DAAF review
Tracks and maintains records of faculty leaves, departmental service, and office assignments; and performs other duties as assigned.
Financial Support (5%):
Works with the Business office to finalize flight, hotel, venue, and meal reservations for search candidates
Places external ads for job searches on job search websites like H-Net, AHA, MESA, and The Chronicle of Higher Education.
Purchases or obtains copies of books and articles for review committees during junior faculty tenure reviews
High school diploma or the equivalent and a minimum of three years of related experience required.
Some college preferred.
Experience in record keeping of confidential information, WordPress and social media platforms preferred.
Excellent interpersonal, organizational, analytical, problem-solving, and verbal and written communication skills required.
Attention to detail is essential.
Ability to work independently, establish priorities, meet deadlines, and handle pressure and frequent interruptions with minimum supervision.
High level of discretion and confidentiality required. Strong computer experience and proficiency with Microsoft Office including Excel/google sheets (key!) and Word necessary. MS Office suite, Google Suite, SQL, Data management and reporting skills
Ability to acquire quickly knowledge of University electronic systems: Confluence, Interfolio, RAPS, Directory of Classes; and federal and university regulations.
Commitment to service and self-driven desire for high-quality service with a strong sense of teamwork.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
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.
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