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Columbia University Manager, Academic Appointments in New York, New York

  • Requisition no: 509033

  • Work Type: Full Time

  • Location: Campus|Manhattanville

  • School/Department: null

  • Categories: Human Resources

  • Job Type: Officer of Administration

  • Bargaining Unit:

  • Regular/Temporary: Regular

  • End Date if Temporary:

  • Hours Per Week: 35

  • Salary Range: commensurate with experience

Position Summary

The Manager, Academic Appointments will be assigned a portfolio of labs and will manage academic research reappointments, extensions and promotions, with a specialized knowledge of coordinating visa requests in partnership with Columbia’s International Students and Scholars Office. This client focused role is designed to provide the highest level of service and support to the ZI researchers, while ensuring compliance and competency in managing Columbia appointments.

The candidate will have demonstrated experience and skills including customer service, communications, attention to detail and the ability to liaise with a variety of colleagues including researchers, lab staff and University partners, supporting appointments, J 1visa applications and extensions, H Visa, etc. all integrated with University appointment processes and procedures. This role is about knowledge, communications, customer service and organization, all to support the research staff.

The candidate is responsible for providing a high level of high touch service to researchers and labs supporting the timeliness and accuracy of reappointments at the Zuckerman Institute and will ensure reappointments are managed accurately and efficiently with consistent outreach and communications to lab staff and PIs.


Responsibilities for the ideal candidate’s select portfolio of scientific labs include, but are not limited to, the following:

  1. Manage reappointment activities of an assigned portfolio of labs for postdocs and officers of research; monitor appointment start dates, end dates, compensation and visa end dates, title end dates. Oversee a portfolio of day to day procedures and actions to profiles in accordance with the University procedures; ensure accuracy and timeliness. Using Salesforce and Asana tools, prioritize workflow and organization in the areas of assigned reappointments and immigration processes. Clearly communicate with researchers and lab staff at all times.

  2. Create strategies for establishing a streamlined workflow for intake of reappointment information and implement mechanisms and confirmation of information processed through PeopleSoft and DocuSign. Track current workflow within assigned HR Operations tools. Elevate issues and concerns to the Director in a timely manner. Always communicate with candidates, researchers, labs and HR staff to ensure timely updates and submissions; follow the rule that no one ever falls off of payroll.

  3. Liaise with the labs, Sr HR Team members and University ISSO partners for immigration requests in keeping with Columbia’s ISSO policies; create processes to support the ISSO protocols while maintaining a high level of service to the Zuckerman Institute stakeholders. Communicate with PIs and researchers at all times throughout the process. Provide support to the researchers and ISSO in tandem.

  4. Ensure frequent and clear communications with labs and researchers, capturing timelines and accurate University information; ensure procedures are consistent with University appointment processing. Meet with the Director weekly to report on analytics.

  5. Obtain finance approvals aligned with HR Operations and Salesforce workflows; process PAC transactions within payroll dates. Always communicate with researchers when and what to expect in their next paycheck. Confirm that all entries in PAC are processed correctly.

  6. Report accomplishments and suggestions to the Sr HR Leadership for feedback purposes; ensure tracking tools are updated.

  7. Other duties as assigned .

Minimum Qualifications

  • Bachelor's degree, including a minimum of three (3) to five (5) years required working in an academic setting with appointments and visas.

Preferred Qualifications

This candidate will have a growth mindset, be client focused, flexible, with the ability to provide positive customer service, clear communications and will have the required ability to troubleshoot issues when needed. Must be a clear thinker with interest in solving problems and understanding the client base.

This role requires strict compliance and aligned with CU policies; must have a proven track record of dealing with a fast paced, changing environment with the ability to navigate a large University type setting while working in a carved out specialized research area.

Confidentiality, professionalism and the ability to get the job done is a requirement.

Equal Opportunity Employer / Disability / Veteran

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