Senior Generalist, Human Resources & Faculty Affairs

Position Summary

The Senior Generalist, Human Resources and Faculty Affairs, will provide comprehensive support to Human Resources/Faculty Affairs, collaborating on departmental projects as needed. They will regularly meet with HR/FA Manager(s) and/or Director(s) to request updates, participation in team meetings to review transaction statuses. Additionally, they will assist in training and mentoring colleagues, while serving as a liaison for internal and external stakeholders to ensure timely processing of HR/FA transactions. The Senior Generalist will offer guidance to peers and provide backup support as required, including vacation coverage for departments. They should demonstrate solid knowledge and the ability to handle typical situations independently or with minimal supervision. Further, they will work with lower-level roles to maintain consistent resolution of typical situations.

Responsibilities

The Senior Generalist, HR/FA will:

• Meet regularly with Directors or designee, to provide updates on request status. May attend meetings with the HR/FA team and/or Division Administrator or his/her designee to review the status of HR/FA transactions.
• Assist with training, mentoring and education of peers, colleagues and new hires in relevant areas of expertise.
• Liaise with internal and external constituents to resolve issues and to ensure timely processing of new-hire/appointment, reappointment, termination and other related transactions.
• Provide back-up support and guidance to other generalists, managers and directors, as necessary.
• Provide vacation and time-off back-up coverage for departments (may provide short-term or extended coverage assignments).

Demonstrates solid knowledge and ability, and can independently or with minimal supervision, apply the competency in the full range of typical situations. Mentors lower level roles in maintaining consistent resolution of typical situations.

Recruitment

• Assist with the recruitment of staff by posting positions using Columbia’s job site (Talentlink and ASR*/Interfolio) in addition to posting on outside advertising sources.
• Assist with the recruitment of staff by posting positions on Columbia's job sites and appropriate advertising sources, scheduling in-person meetings, managing the I-9 process; completing pre-hire background checks, processing all new hires and any employment related changes.
• Upon request, reviews applications and interviews applicants to match experience with specific job-related requirements.
• Independently coordinates all pre-boarding activities for the various employee populations.
• Schedules in-person meetings, manages the I-9 process, coordination of pre-hire background checks, and ensures efficient on-boarding.
• Liaise with internal and external constituents to resolve issues and to ensure timely processing of new-hire/appointments and other related transactions.

Recruitment Process Competency: Demonstrates solid knowledge and ability, and can independently or with minimal supervision, apply the competency in the full range of typical situations. Mentors lower level roles in maintaining consistent resolution of typical situations.
*ARS = Academic Search and Recruitment, interchangeable with Interfolio

Onboarding

• Responsible for onboarding staff, faculty and researchers and students. This includes scheduling welcome program, medical surveillance and UNI creation.
• Communication with new hires and departments to ensure smooth onboarding experience.
• Initiate and process template-based hires in Peoplesoft and/or nominations ensuring accurate collection and processing of the information collected in PAC.
• Process all short-term visitors and student utilizing JIRA.

Onboarding Process Competency: Demonstrates solid knowledge and ability, and can independently or with minimal supervision, apply the competency in the full range of typical situations. Mentors lower level roles in maintaining consistent resolution of typical situations.

Payroll and PeopleSoft Process Management

• Oversee the department's preparation and processing of payroll using TLAM and management of time-off tracking.
• Manage the collections and verification of time off trackers for all Officers ensuring all submissions are up to date and approved by supervisors.
• Process any employment related changes in Talent Link, as well as PAF (i.e. updating position numbers, for promotions, or reclassifications; leaves of absences and terminations) for PeopleSoft updates.
• Liaise with internal and external constituents to resolve issues and to ensure time processing of new-hire/appointment, reappointment, termination and other related transactions.

Payroll and PeopleSoft Competencies: Demonstrates solid knowledge and ability, and can independently or with minimal supervision, apply the competency in the full range of typical situations. Mentors lower level roles in maintaining consistent resolution of typical situations

Compliance and Immigration

• Responsible for immigration related needs of faculty and staff.  Assisting with sponsorship for the F-1, J-1, H-1, 0-1 and TN-1 visas and prepare visa documentation for accompanying family members.
• Work closely with the other generalists and supervisors to process new visas and renewals utilizing Compass.
• Maintain communication with ISSO as appropriate. Complete and submit Termination forms to ISSO.
• Track and ensure compliance concerning I-9 processing, Annual Hospital Training, Influenza Program, COVID-19 Safety & Monitoring program, HIPPA Training, Conflict of Interest, Medical Surveillance, Upcoming/Past Visa End Date Status, etc.

Visa and Compliance Competencies: Demonstrates solid knowledge and ability, and can independently or with minimal supervision, apply the competency in the full range of typical situations. Mentors lower level roles in maintaining consistent resolution of typical situations

Faculty Appointments, Reappointments & Promotions (In addition to the tasks noted under recruitment.)

• Works with the Medical Staff Office to manage the credentialing process so that new faculty and other credentialled staff (e.g. nurses) are able to on-board smoothly and function in the capacity for which they were hired.
• Manages the reappointment process every year. Works with colleagues in the department to manage the reappointment process with focus on adherence to deadlines.

Faculty Appointment/Reappointment & Promotion Competencies: Demonstrates solid knowledge and ability, and can independently or with minimal supervision, apply the competency in the full range of typical situations. Mentors lower level roles in maintaining consistent resolution of typical situations

Systems and Project Work

• Use ServiceNow HR Ticketing System to effectively manage all requests and communicate with HR/FA team.
• Maintain and update employee records. Upload all employee forms and documents into Visual Vault.

IT System Competencies: Demonstrates solid knowledge and ability, and can independently or with minimal supervision, apply the competency in the full range of typical situations. Mentors lower level roles in maintaining consistent resolution of typical situations

• Manage special projects as designated by the Associate Vice Dean for Human Resources/CAO
• Other duties as assigned or requested.

Off Boarding

Conducts exit interviews and follows up as appropriate. Discusses data from exit interviews with Manager/Director to make recommendations to the management team for corrective action and continuous improvement.

Employee & Labor Relations

• Proactively responds to employee relations issues. Escalates all employee concerns, issues or complaints to the Department of Medicine Directors of HR/FA. All issues related to harassment allegations and civil rights complaints will be escalated to Department Directors of HR/FA.
• With oversight and approval from the Directors, maintains working relationship with union delegates and CUIMC Labor Relations team and adheres to terms of labor contract by monitoring day-to-day implementation of policies concerning wages, hours and working conditions.

Employee & Labor Relations Competency: Demonstrates basic knowledge and processes within the CBAs and can apply the competency in common situations with limited complexity.

Minimum Qualifications

• Bachelor's degree or equivalent required plus a minimum of 3 years of relevant experience required.
• Must be resourceful, organized and detail and task oriented with the ability to establish priorities and follow up on multiple issues in a time-sensitive manner. Skilled at working under pressure and with minimal supervision and sound independent judgment required.
• Ability to exercise a high degree of professionalism, diplomacy, discretion, firmness, and collaboration in dealing with individuals at all levels.
• Strong analytical and tenacious problem-solving skills necessary
• Excellent computer skills including thorough knowledge of Microsoft Office, including knowledge of databases and advanced spreadsheet skills required.
• Must be able to quickly acquire knowledge of University policies, procedures, and systems

Preferred Qualifications

• Bachelor's degree in Human Resources or a related field
• Certification (SHRM, Labor Relations, HR, etc.) preferred
• Healthcare and/or Academic Medicine experience preferred
• Human Resources experience preferred