GENERAL PURPOSE:Under the direction of the Lead Faculty Affairs Administrator, the Faculty Affairs Administrator I assists in managing recruitment, appointment, reappointment and other key processes for faculty members within the School of Arts and Sciences (SAS). Within the Faculty Affairs Office, this position provides administrative services for all faculty processes within SAS. This position requires discretion and a high degree of professionalism and confidentiality. The Administrator has a keen understanding of policies and procedures and serves as a resource to faculty, department chairs and deans with regard to university procedures, best practices and compliance requirements.RESPONSIBILITIES:Management of Faculty Appointments
Communicates guidelines and processes related to faculty appointments to department chairs, program directors, faculty and other administrators.
Interprets university and school guidelines as related to faculty appointments and reappointments. Ensure faculty recruitment and appointment policies are followed and maintained throughout the processes (including assuring appropriate timing of notification of reappointment or non-reappointment).
Respond to inquiries and provide interpretation and guidance to departments and programs regarding faculty appointments and reappointments.
Ensure accuracy and completeness of all personnel documents. Review faculty personnel action forms for HR components, and forward to the finance officer for approval. Work to expedite deadlines for submission of paperwork.
Maintain accurate appointment data for all faculty, including appointment terms and end dates.
Under general supervision, respond to requests for faculty data or reports from leadership or others as needed.
Facilitate faculty actions and forward to the Provost’s office for approval. Provide appropriate language for Provost notifications and provide appropriate paperwork for Provost review.
Faculty Recruitment
Reviews faculty search requests assuring that positions requested are approved by the Dean and provides approval as appropriate. In concert with department chairs, advises on faculty job descriptions submitted with search requests to ensure appropriate content, providing feedback and edits as needed. Archive recruitment data as required for each search.
With general direction from the Lead Faculty Affairs Administrator and the Dean, construct terms of faculty offer letters and obtain final approval from the Dean and department chair/program director. Distribute offer letters to candidates, including appropriate required HR forms for completion (post hire DBL, post hire Veteran, IPA, Data record).
Oversee the generation of all SAS faculty postings for faculty hired with a primary appointment in the Dean’s Office, all SAS Departments and multidisciplinary programs. These may be full time or TAR instructional positions as needed. Work with the Assistant Dean, Associate Dean and Dean on creating contract letters and terms. As needed, work with the International Services Office to facilitate process for appropriate immigration status for visiting faculty.
Generate HR/affirmative action audit report each year, monitor compliance with affirmative action coding and the closing of all searches. Review report for accuracy and work with individual departments/programs to ensure searches are coded and closed appropriately.
Faculty Academic Leave of Absence
Serve as contact for tenure-track faculty academic leaves of absence and bridging leave processes, interpret and communicate policies to faculty and staff. Working with the Lead Faculty Affairs Administrator and the Associate Dean, assess the faculty member’s leave request package; review application materials and determine appropriate follow up based on various factors associated with the evaluation process. On behalf of the Dean’s Office, advise department administrators and faculty to secure necessary documentation of external funding and leave terms.
Conducts analysis and organizes materials for Dean review. Prepares faculty notification letters of leave of absence approval (or denial). Generate personnel action forms to place faculty on leave and work directly with the Provost’s office to facilitate.
Using FIS, tracks submission of leaves for faculty who return from leave and communicates with departments to secure return from leave personnel forms. Accountable for data integrity, ensures accurate data with regard to faculty on leave, type of leave, specific terms, and provides analysis on complex external funding requests involving grant funding received. Informs the finance office of leave terms and funding to project any salary savings.
Promotion and Tenure
Communicates guidelines and processes related to faculty promotion and tenure to department chairs, program directors, faculty and other administrators.
Interprets university and school guidelines as related to promotion and tenure. Ensure policies are followed and maintained throughout the processes, assuring appropriate timing of submissions and notifications
Responds to inquiries and provides interpretation and guidance to departments and programs regarding faculty promotion and tenure. Ensures accuracy and completeness of all tenure and promotion files for both tenure-track and instructional track faculty. Works with Lead Faculty Affairs Administrator and Associate Deans on all individual and group communications related to promotion and tenure.
Faculty Affairs Administration
Serve as primary resource for new and experienced department/program administrators to review faculty affairs resources, faculty recruitment and compliance processes and in navigating systems vital to faculty processes (URHR-Workday, FIS (Interfolio), SAS Intranet, etc.)
Receive and assemble curricular agenda items for Steering Committee and Faculty Council. Maintain accurate log of SC and FC approved curricular and other items.
Facilitate Faculty Council and Steering Committee elections annually, following timeline and procedures for membership and election criteria, ensuring accuracy of faculty eligible to serve.
Communicate with department chairs and directors as well as existing and new committee members throughout the process.
Facilitate on-line election, assuring accuracy in tallying results.
Work with web team to update SAS faculty governance and committee web pages.
Attend meetings with the Lead Faculty Affairs Administrator and Associate Dean as needed to take minutes and generate meeting summaries.
Respond to inquiries when the Lead Faculty Affairs Administrator or Associate Dean is not available.
Provide support for personnel forms data entry and tracking for Faculty Affairs as needed. Understands SAS payroll process, payroll deadlines and priority for processing.
Maintain and edit SAS faculty related listservs to ensure accurate communication.
Respond to inquiries for meeting availability and facilitate scheduling meetings as requested for the Assistant and Associate Dean.
Other duties as assigned.QUALIFICATIONS:
Bachelor's degree required
1 years of experience in administrative capacity required
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.How To ApplyAll applicants must apply online.EOE Minorities/Females/Protected Veterans/DisabledPay RangePay Range: $50,752 - $71,053 AnnuallyThe referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.Apply for Job
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Full/Part Time: Full-Time
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