A Graduate School of Education, Health & Psychology

Posting Summary:

The Office of Human Resources at Teachers College, Columbia University, is seeking an Operations & Administration Associate to support HR operations and administration, including project coordination, I-9 compliance tracking, meeting logistics, and internal HR engagement initiatives. The incumbent will also play a critical role in supporting the efficiency and effectiveness of the HR department.

Job Summary/Basic Function:
Reporting to the HR Manager, Strategic Operations & Employee Experience, the incumbent will ensure smooth operations within the HR team while providing high-quality service to employees, leadership, external partners, and prospective employees.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Operations & Administration Support

• Support the planning and meeting logistics for the Chief HR Officer (CHRO)
• Coordinate meeting logistics, prepare agendas, presentations, meeting summaries, and action logs for leadership meetings and special initiatives. Prepare materials and track action items
• Assist in ensuring the smooth daily operations of the HR office and provide tier-two support to employees, prospective employees, and vendors.
• Triage incoming requests and monitor/track to ensure timely closure
• Provide coverage and support for the Front Desk Reception Area and departmental administrative functions as needed to ensure continuity.
• Provide coverage and support for the Front Desk Reception Area on a regular and consistent basis
• Monitor departmental inboxes and ensure timely responses and resolution of inquiries.
• Coordinate logistics for HR internal events

Project Coordination

• Manage logistics for HR projects, programs, and events
• Serve as the primary point of contact for managing and maintaining the HR website/employee portal, ensuring all HR-related content is up to date and accessible. Coordinate timelines, track deliverables, and support internal communications
• Assist in developing presentations, reports, and communication materials for leadership and HR initiatives.
• Collaborate with team members to support strategies that enhance HR visibility and employee engagement
• Conduct research and benchmark external best practices and emerging trends to support the effective implementation of HR
• initiatives
  Monitor project progress, track action items, follow up on action, and ensure timely completion of deliverables.
• Draft and coordinate routine HR communications, announcements, and employee messaging to support HR initiatives and
• programs.
  Maintain project documentation, timelines, and status updates for HR initiatives and special projects.

HR Operations & Compliance 

• Support onboarding processes, including I-9 verification and compliance tracking
• Monitor and track employment authorization and E-Verify processes, ensuring timely updates and issue resolution.
• Oversee employment verification requests and HR process documentation
• Coordinate the administration for the College's Professional Development Fund (PDF) program, including communicating program guidelines, reviewing and processing requests, maintaining records, tracking expenditures, and responding to employee inquiries.
• Monitor annual program utilization and prepare reports and recommendations to support effective program administration and continuous improvement
• Develop and maintain standard operating procedures, process documentation, and training materials related to HR operational processes and programs
• Assist with the review and approval process for special loan programs available to certain employees, ensuring that all necessary documentation is collected and processed
• Maintain HR resources, including website updates and technology support
  Assist with HR budget tracking and operational expenses
• Contribute to process improvements and best practices
• Other duties as assigned 
  
  

Minimum Qualifications:

• Bachelor’s degree or equivalent in experience and training
• At least one (1) year of professional office experience, preferably in HR or a related field
• Strong organizational, communication, and problem-solving skills
• Proficiency in Microsoft Office, Google Suite, and the ability to learn HR systems
• Excellent interpersonal, communication, and organizational skills with strong attention to detail.
• Strong problem-solving skills with a proactive approach to identifying issues, developing solutions, and implementing effective strategies
• Knowledge of or ability to quickly learn the I-9 Employment Verification process and the Federal E-Verify System
• Experience providing high-quality service and support with a focus on enhancing the overall experience
• Demonstrated ability to manage multiple priorities and projects simultaneously
• Experience preparing reports, presentations, and communications materials.
• Strong analytical, organizational, and problem-solving skills
• Demonstrated ability to maintain confidentiality and exercise sound judgment

Preferred Qualifications:

• 2–3 Years of experience
• HR experience or knowledge of HR systems
• Experience in higher education or familiarity with visa/HR compliance
• Advanced skills in Microsoft Excel, PowerPoint, and Canva
• Experience in managing projects from initiation to completion, with the ability to coordinate with cross-functional teams and adapt to changing project requirements
• Knowledge of international visas and HR compliance best practices
• Experience in a higher education setting

Salary Range:

$34.27 - $34.27/hr

Work Modality:

Hybrid

Competitive Compensation and Benefits: