HR Leave and Operations Specialist

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.

Position Summary

Reporting to the HR Executive Director, with secondary reporting to the HR Manager, the HR Leave & Operations Specialist is responsible for coordinating and managing leave administration, student hiring, and compliance for Columbia Engineering. A key focus of this role is serving as the primary liaison with Columbia University's central Leave Management team, guiding employees and managers through the full leave lifecycle, including FMLA, parental, medical, and other statutory or contractual leaves, workers compensation / accident report claims, medical accommodations, workplace accidents and while ensuring strict compliance with university policies, federal / state regulations, and collective bargaining agreements. The Specialist proactively tracks and monitors leave cases, provides clear communication and guidance to employees and supervisors, and ensures timely and accurate processing of related documentation.

In addition, the Specialist serves as a resource for student casual hiring and onboarding, verifying eligibility and documentation, processing transactions in the University's HRIS (PeopleSoft), and supporting timekeeping to ensure accuracy and compliance. The role also contributes to employee engagement initiatives that foster a positive and inclusive workplace culture and provides recruitment support in collaboration with the Talent Acquisition team as needed.

Responsibilities

Leave Management & Compliance ( 45%) :

Coordinate all aspects of staff, researcher, and union employee leaves, including FMLA, parental leave, workplace accommodations, and workers' compensation.

Serve as the main point of contact with the central Leave Management team to ensure seamless communication and compliance with university and regulatory requirements.

Maintain accurate leave records, monitor return-to-work processes, and provide guidance to managers and employees regarding leave procedures and policies.

Ensure consistent application of leave policies across departments while maintaining confidentiality and sensitivity.

Casual Student Hiring, Recruitment, and Onboarding(35%) :

Assist with onboarding of student casual employees, including partnering with deans office hiring managers throughout the student casual hiring process, verifying student eligibility per University policies, coordinating directly with students to ensure timely and accurate completion of onboarding documentation, processing student casual transactions in university HRIS (PeopleSoft), liaising with appropriate university partners (CUHR, ISSO, CUIT, etc.) as needed, and ensuring compliance with I-9 requirements, while also serving as the primary point of contact for student casual hiring inquiries and compliance.

Provide recruitment support, as needed, in partnership with the Talent Acquisition team, including job postings, candidate tracking, and coordination of reference and background checks. Contribute to process enhancements that improve efficiency in recruitment and onboarding workflow.

Employee Engagement & Culture (10%) :

Support the planning and execution of employee engagement initiatives, recognition programs, and professional development activities in collaboration with HR leadership.

Assist in gathering feedback from staff through surveys, supporting initiatives that enhance employee satisfaction and retention. Assist in the development of communications, resources, and events that strengthen community and belonging across SEAS.

HR Operations & Recordkeeping (10%) :

Maintain accurate and compliant personnel files and leave records, ensuring confidentiality and adherence to federal / state laws and University policies.

Provide timely responses to employee and manager inquiries regarding leave, accommodations, and related policies.

Assist with routine HR reporting, timekeeping, audits, and special projects as assigned.

Minimum Qualifications

Bachelor's degree required; degree in Human Resources, Business Administration, or related field preferred.

2-4 years of relevant HR experience, with a focus on leave administration, accommodations, and employee engagement, strongly preferred.

Knowledge of FMLA, ADA, workers' compensation, and related employment laws; familiarity with union environments is a plus.

Experience in higher education or other large, complex organizations is desirable.

Experience with student or contingent workforce hiring, onboarding, and compliance processes preferred.

Excellent interpersonal, communication, and problem-solving skills, with the ability to handle sensitive matters with discretion.

Strong organizational and time-management skills, with proven ability to manage multiple priorities effectively.

Proficiency with HRIS systems (e.g., PeopleSoft / PAC), MS Office Suite, and database management required.

A collaborative, service-oriented mindset with a proactive approach to continuous improvement.

All finalists will be required to complete an Excel skills assessment as part of the selection process.

Equal Opportunity Employer / Disability / Veteran

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