Faculty Affairs Coordinator

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range: $59,390 - $60,000

Position Summary

Reporting to the Director of Academic Administration and Finance (DAAF), the Faculty Affairs Coordinator provides support to the DAAF, Chair, and Faculty in the Department of History to ensure all the administrative, record-keeping, and event planning needs related to faculty are delivered efficiently and effectively, with strong attention to detail and customer care.

The Department of History at Columbia University is one of the leading centers of historical scholarship in the world. Our faculty of approximately 55 members, together with colleagues in the Department of History at Barnard College and historians in other affiliated departments in the University, studies all aspects of human history, from ancient to contemporary societies, across the entire globe. Each year, our community comprises about 200 graduate students and 350 undergraduate majors and concentrators.

Responsibilities

Administrative Support

• Maintain confidential faculty records on the Google Drive, a Department of History repository space for faculty.
• Process and maintain departmental records in shared drives for individual faculty, including offer and retention letters, annual salary letters, renewal letters, and review materials.
• Coordinate faculty reviews in accordance with established A&S and Provostial procedures, under the supervision of the DAAF.
• Maintain dossiers for junior faculty reviews and materials for tenure cases, including:
  
  
  
  • Preparing lists of comparables, consultants, and referees
  • Processing referee requests for tenure review materials
  • Tracking outside letters of reference
  • Providing access to letters by appropriate tenured faculty
  • Preparing tenure review dossiers for submission to PTC and TRAC
  
  
  
  
• In collaboration with the DAAF of the Department, coordinate faculty searches with search committee chairs, including responding to applicant and reference emails, and update the applicant pool in Interfolio.
• Schedule search committee meetings and interviews, including creating itineraries for candidates' visits (e.g., flights, hotels, meetings, meals, etc.).
• Create and distribute flyers for job talks and ensure the department's meeting room is correctly set up.
• Provide support for all department activities related to faculty affairs, including retreats, ARC reviews, retirement conferences, and memorial services.
• Assist the Committee on Inclusion and Diversity (CID) with organizing occasional events and meetings with Associate and Junior faculty.
• Process visa-related documents with the Provost's Office and ISSO for visiting scholars, visiting faculty, researchers, adjuncts, and Alliance Doctoral Mobility Grant recipients.
• Assist the DAAF with special fundraising and development projects, including but not limited to maintaining the Board of Visitors contact list, staffing monthly BOV events, and preparing related outreach materials such as flyers and email announcements.
• Monitor department calendars and create lists for departmental and affiliated events, and schedule the use of seminar rooms and electronic equipment.
• Maintain databases, create flyers, and assist with daily mailing requests for the department and faculty via USPS, FEDEX, and UPS.

Record keeping/Data management

• Attend all Executive Committee and Tenured Executive Committee Faculty meetings; take attendance, count votes taken in coordination with the DAAF, and draft meeting minutes.
• Create and maintain faculty bio pages on the department's website, including recent publications, events, office locations, and office hours.
• Publish faculty news items and announcements on department social media avenues (Twitter, dept. website, and Facebook).
• Compile, edit, and distribute the department's weekly listserv digest emails and maintain an "online digest" on the department's main website.
• Upload Faculty Information Forms (FIFs) and CVs to Confluence as provided by the EVP's office for review by the Department Chair and DAAF.
• Track and maintain records of faculty leaves, departmental service, and office assignments.
• Record event videos and prepare audio and video uploads for the department's YouTube and podcast accounts, as needed.
• Perform other duties as assigned.

Financial Support

• Work with the Business Office to finalize flight, hotel, venue, and meal reservations for search candidates.
• Place external ads for job searches on job search websites such as H-Net, AHA, MESA, and The Chronicle of Higher Education.
• Place copy orders of books and articles for review committees during junior faculty tenure reviews.

Minimum Qualifications

• Three years of related experience.
• High school diploma or equivalent.

Preferred Qualifications

• Some college preferred.
• Experience in maintaining confidential records and working with WordPress and social media platforms.

Other Requirements

• Excellent interpersonal, organizational, analytical, problem-solving, and verbal and written communication skills required.
• Ability to work independently, establish priorities, meet deadlines, and handle pressure and frequent interruptions with minimum supervision.
• Strong computer experience and proficiency with Microsoft Office, including Excel and Word, Google Suite, SQL, data management, and reporting.
• Ability to acquire quickly knowledge of University electronic systems (i.e., Confluence, Interfolio, RAPS, Directory of Classes) and federal and university regulations.
• Commitment to service and self-driven desire for high-quality service with a strong sense of teamwork.
• High level of discretion and confidentiality.
• Attention to detail is essential.

Equal Opportunity Employer / Disability / Veteran

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