Sr. Administrative Coordinator for Faculty Affairs

Sr. Administrative Coordinator for Faculty Affairs

Office of Provost

Reporting to the Office of Provost, the Sr. Administrative Coordinator for Faculty Affairs is responsible for coordinating and managing all faculty affairs for the university including faculty academic appointments for full-time and adjunct faculty. Also supports the promotion and tenure process, faculty grants and awards from the Office of the Provost, faculty data management and reporting, faculty technology refresh, and budget oversight for faculty salary budgets.

For consideration, the candidate must have a Bachelor's degree and five years of progressively responsible administrative office management.

Essential Responsibilities Include:

• Respond to and resolve issues/problems pertaining to Faculty Affairs which

may be highly irregular, unique, and/or specialized and require a thorough understanding of University policy and external regulations.

• Effectively interpret, analyze, and communicate highly complex internal/external policy, procedural,
• Process information for operational, planning, and management purposes based on a comprehensive knowledge and understanding of University policies and procedures.
• Manage the required processes associated with all new faculty appointments, including preparing, and monitoring documentation.
• Set up new faculty hires in Banner, and ensure completed paperwork is shared with Human Resources.
• Prepare and distribute annual contracts for full-time faculty autonomously.
• Independent oversight of per-course faculty contracting, including course stipend proration as needed.
• Maintain per-contract faculty data for use in determining course stipend amounts.
• Facilitate and manage the documentation associated with the confidential faculty tenure and/or promotion review process, including assisting the Faculty Evaluation Committee with any administrative needs.
• Assist Provost with annual faculty Presidential Excellence Grants, Sabbaticals, and SPICE application and award process including preparation and distribution of faculty award letters.
• Meeting preparation for the Board of Trustees Institutional Oversight of Academic Experience (IOAE) Committee, including agenda and meeting materials; attend all IOAE meetings to take minutes.
• Maintain faculty physical and electronic faculty files.
• Update faculty information in Banner with regard to all promotion, tenure, and sabbatical leave information.
• Respond to and set up SEU account access requests for adjunct (per course) faculty
• Support the Provost with overall budget management for faculty and adjunct salary budgets and high-level budget oversight for budgets within academic affairs
• Coordinate with appropriate offices to ensure that grant funding is applied appropriately when supporting faculty salary or course re-assignment.
• Use judgment in problem resolution and prioritization of issues and concerns directed at the President/ Provost.
• Use discretion regarding disclosure and dissemination of sensitive information to internal and external constituents.
• Interact and update staff and administrators from other offices, including the schools and Human Resources.
• Maintain and update faculty Google Groups as faculty are hired or depart the University.
• Maintain and update the Accept Faculty Contract task center on myHilltop.
• Prepare and post faculty-related announcements on Workplace.
• Oversight of expenditures and tracking of faculty startup funding, including assignment of Banner activity code.
• Work with IT for the annual faculty technology refresh process.
• Coordinate information with schools and ensure funding.
• Collect, prepare, and share/upload data for the AAUP and CUPA annual faculty surveys.
• Work with Institutional Effectiveness to prepare and distribute Spring evaluations of Department Chairs and Schools Deans to all full-time faculty.
• Compile anonymous results to distribute to the deans and the Provost.
• Collaborate with the Provost for each dean's third-year review evaluation process. Distribute faculty and staff evaluations.
• Compile anonymous results to distribute to the Provost.
• Member of the Data Standards Committee, the Data Integrity Committee, and the ERP/SF User Group.
• Display initiative consistently by proactively responding to situations arising in the area of responsibility.
• Responsible for regulatory and policy compliance as it applies to the position.
• Perform other duties as assigned.

For detailed information, please scroll to the bottom of the page to download the job description.

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