Human Resources Operations & Administration Associate

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

The salary range reflects the College’s good faith and reasonable estimate of the compensation for the position at the time of the job posting. Salary decisions are dependent on several factors including but not limited to market and organizational considerations, experience, and qualifications of a selected candidate as well as internal and external equity.

Our benefits contribute significantly to the total compensation package that includes medical, dental, vision, and supplemental insurance plans; flexible and hybrid work schedules; tuition remission; life insurance; short and long-term disability insurance; an exceptional employer retirement matching program; health savings accounts (HSA), flexible spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a robust Employee Assistance Program (EAP).

Hybrid/Remote

Teachers College maintains a hybrid work environment, which provides employees with flexible work arrangements while ensuring we preserve the important aspects of our unique in-person college-campus culture. Depending on role and business needs, colleagues will either work onsite or in a hybrid model (a combination of in-office and virtual days). Employees are expected to live within a 150-mile radius of the College.

Equal Employment Opportunity

Teachers College is committed to fostering an inclusive academic community and to providing equal opportunity in employment. All qualified applicants will receive consideration regardless of race, color, sex, religion, creed, national origin, age, citizenship, disability, marital status, sexual orientation, veteran status, or any other category protected by applicable law.

If you would like to discuss any disability-related accommodations under the Americans with Disabilities Act, or a similar law, related to applying for employment at Teachers College, Columbia University, please email the Office of Access and Services for Individuals with Disabilities: oasid@tc.columbia.edu