Human Resources Specialist

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: Interchurch
• Salary Range: $68,000 -$75,000

Position Summary

The HR Specialist within the Arts and Sciences Human Resources Office leads the day-to-day HR functions for student casual hiring and onboarding across A&S. Serving as the primary point of contact for student casual employment, the Specialist coordinates and oversees end-to-end hiring and onboarding activities for A&S departments, centers, and institutes. The role stewards HR operations that include onboarding, employee records, HR compliance, and HR systems support, making independent decisions within policy to deliver timely, compliant service to students, staff, and campus partners.

Arts and Sciences is the intellectual heart of Columbia University. Home to more than 1,000 faculty, 60 research centers and institutes, and 28 academic departments, A&S provides a transformative educational experience to more than 16,000 undergraduate, graduate, and PhD students at Columbia. Our field-defining research in the humanities, social sciences, and natural sciences advances knowledge, learning, and impact at the highest levels.

Responsibilities

• Independently administer A&S student casual hiring and onboarding processes, including position setup, onboarding requirements, and HR system processing. Track positions to completion and use sound judgment to resolve issues, deciding when and what to elevate in alignment with University and A&S policies.
• Work with managers to develop and post job vacancies for work study and casual roles in TalentLink and on approved external platforms, applying professional discretion to ensure accuracy and consistency with standards.
• Train and advise managers on student employment processes, including work study and casual hiring, and administer biweekly payroll for casual and support staff in the Time and Labor system, applying professional discretion to interpret guidelines in varied situations.
• Lead the A&S New Hire Orientation for all new employees, making audience-appropriate delivery decisions while maintaining compliance.
• Participate in and initiate the annual compensation review process, making independent decisions to prioritize actions and validate data integrity.
• Process payroll related activities, including new hire and rehire transactions, payroll corrections, overpayment recovery requests, stop payments, suspense clearance, and paycheck reissues. Ensure complete and accurate documentation and select appropriate actions within established guidelines.
• Ensure accurate data entry and timely processing of hiring and employment actions in University HR systems, including PAC and TalentLink. Diagnose discrepancies and determine corrective steps.
• Conduct regular payroll audits by generating and reviewing system reports to confirm accuracy and timeliness. Reconcile payroll and decide on required correction transactions within established guidelines.
• Monitor and manage the shared Arts and Sciences HR email inbox. Triage correspondence, set priorities, and provide timely, accurate responses or determine when to escalate to the appropriate HR partner.
• Counsel employees on HR policies, procedures, time reporting, and general HR processes. Apply policy to case specifics and make next step decisions.
• Assist with tracking compliance items, including Form I-9 documentation, mandatory training, visa or immigration requirements where applicable, and visa status updates, making timing and follow-up decisions consistent with requirements.
• Maintain organized records of correspondence and outcomes to support audits, reporting, and continuity of service across the A&S HR team, determining record-keeping approaches consistent with guidance.
• Participate in HR projects and workflow enhancements as assigned. Contribute recommendations and implement approved changes, deciding task sequencing and stakeholder communications.
• Serve as an HR resource to Arts and Sciences departments and units on HR and payroll administration. Research and interpret policy, resolve routine inquiries, troubleshoot issues, and decide when complex matters require elevation.
• Maintain HR activity logs and accurately track leaves of absence, recruitment, onboarding, and other employee life cycle activities, making reconciliation and follow-up decisions.
• Initiate and coordinate onboarding activities, including background checks, I-9 verification, offer letter processing, and new hire orientation logistics, making scheduling and workflow decisions that meet deadlines and compliance requirements.
• Provide cross coverage support for other HR team members as needed, making priority trade-off decisions.
• Perform other related duties as assigned, making independent decisions consistent with role scope and policy.

Minimum Qualifications

• 
  

  BA degree and or equivalent related experience. 0-2 years of relevant experience.

  
  

Preferred Qualifications

• Experience in HR in higher education, nonprofit, or large, decentralized organizations.
• Experience with data maintenance, reporting, and analysis.
• Familiarity with Columbia University HR tools and workflows, including TalentLink, PAC, and TLAM.

Other Requirements

• Excellent written, verbal, and interpersonal communication skills.
• Attention to detail, critical thinking, analytical, and problem-solving skills.
• Ability to exercise professionalism, diplomacy, discretion, firmness, and collaboration with individuals at all levels.
• Strong multitasking, prioritization, and organization skills, with the ability to manage priorities in an interactive team environment.
• Self-starter and fast learner who can work independently under limited supervision, making sound day-to-day decisions.
• Proficiency with Microsoft Office and Google Drive.
• Capacity to quickly acquire detailed knowledge of university policies, procedures, and systems.

Equal Opportunity Employer / Disability / Veteran

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