"Academic Affairs Generalist"

Position Summary

Columbia University's Mortimer B. Zuckerman Mind Brain Behavior Institute unites world-class scientists across diverse academic disciplines to conduct groundbreaking research that transforms our understanding of the brain and its influence on the mind and behavior.

As a leading neuroscience institute, our mission is to decipher the mind and brain to better understand behavior. Our researchers are committed to foundational science, uncovering the principles that shape how the brain develops, functions, and recovers.

With more than 50 labs, the Zuckerman Institute serves as a hub for collaboration, bringing together Columbia’s top scholars to drive research in bold new directions. Located in Manhattanville, our state-of-the-art Jerome L. Greene Science Center provides an inspiring home for discovery in one of the world’s most dynamic cities.

The Academic Affairs Generalist oversees the complex reappointment processes for research faculty, postdoctoral scientists and fellows, and all Institute research staff, including professional officers of research. This role serves as a key liaison among laboratories, researchers, Finance, Pre-Award, Payroll and Benefits, ISSO, and ZI HR. The Generalist is responsible for managing the full lifecycle of academic reappointments, ensuring compliance with financial approvals, University policies, collective bargaining agreements, and compensation guidelines, while fostering a seamless and positive experience for researchers.

Responsibilities

• Collaborate with ZI HR on liaison activities with the University Office of Academic Appointments, accountable for ensuring reappointment submissions meet established standards and follow applicable guidelines. Ensure alignment with University policies, approvals, and timelines, and manage escalated documentation and compliance issues.
• Manage academic reappointments for research staff, including preparing and coordinating required documentation and timelines, and ensuring alignment with Columbia University policies and faculty handbook guidelines.
• Responsible for all aspects of ZI research reappointments, including generating reports and analyzing titles, end dates, time in rank, visa sponsorship in collaboration with ZI HR, funding sources, and faculty handbook guidelines. Serve as a subject matter expert in academic reappointment processes and procedures for postdoc research scientists, postdoc research fellows and associate research scientists.
• Lead the preparation of reappointment materials, including exceptions for salary increases and promotions. Draft reappointment letters and assemble all associated documentation for reappointments and reclassifications, including visa and work eligibility documentation in coordination with ZI HR. Maintain current knowledge of University salary levels and collective bargaining agreement requirements related to reappointment notifications and compensation guidelines, implement consistent procedures by providing rationale and support as needed, and advise stakeholders on documentation standards and process requirements to support compliant outcomes.
• Lead correspondence with Principal Investigators (PIs); prepare template reappointment letters and utilize DocuSign as appropriate, ensuring timelines are clearly communicated and executed in accordance with ZI Finance and University deadlines. Align reappointment actions with financial approvals and required sequencing and manage resolution of escalated timeline or documentation concerns to ensure timely completion.
• Manage fellowship reappointments, track postdoctoral appointment clocks, and administer stipend increases as directed by funding agencies. Ensure accuracy of stipends, manage fellowship benefits, IDI payments and vendor set up for benefits payments in alignment with University due dates and policies, and coordinate resolution of discrepancies to ensure timely and accurate processing.
• Collaborate with ZI HR to confirm reappointment status, visa extensions, zero-salary reappointments, and title changes, ensuring accuracy and compliance. Serve as a key point of contact for inquiries, confirming appropriate documentation and ensuring issues are resolved in accordance with policy and established deadlines.
• Prepare annual on-cycle reappointment reports for July 1 through June 30 appointments, including merit increases and salary adjustments. Draft salary letters as required by the University, ensuring alignment with compensation guidelines and required approvals, and provide analysis and guidance on complex reappointment and compensation cases to support consistent application of reappointment and salary increases across the Institute.

Minimum Qualifications

• Bachelor’s degree; Master’s degree preferred.
• Minimum of 3 – 5 years of demonstrated experience performing similar and progressively responsible academic administrative work within an academic institution.
• Strong knowledge of academic reappointment processes, compensation structures, visa sponsorship procedures, and policy compliance.
• Detail-oriented and highly organized, with the ability to manage multiple priorities and deadlines effectively.
• Demonstrated ability to collaborate effectively across all levels of the organization while maintaining professionalism, confidentiality, and sound judgment.
• Exhibits strong interpersonal skills and emotional intelligence, fostering positive working relationships through clear communication, respect, and empathy.

Preferred Qualifications

• Columbia Academic Affairs experience strongly preferred.
• Columbia University experience using Peoplesoft, TalentLink, Interfolio and Columbia Financial systems.

Job Type: Officer of Administration

Regular/Temporary: Regular

Hours Per Week: 35

Building: Jerome L. Greene Science Center

Salary Range: 82,500 - 90,000

*The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.*