Academic Appointments Coordinator

Overview:

This role will partner with other members of the Academic Affairs team and work collaboratively with all levels of departments to implement ODoF policies, practices and procedures, and administer ODoF transactions as appropriate. The position will require strong problem-solving skills and the ability to multitask at a high level.

Responsibilities:

• Review and process materials for ODoF appointments, including searches, appointments, reappointments, salary changes and promotions of academic appointees (faculty and researchers) in academic departments and a wide range of programs, centers, and institutes.
• Represent the office and interact on a daily basis with administrators and faculty members, answering questions from hiring units about compensation, hiring, onboarding, promotions, reappointments, leaves and termination.
• Advise staff and faculty in hiring/appointing unit on policies, Rules and Procedures.
• Provide advice, guidance, and decisions on ODoF matters to administrators and faculty matters.
• Manage associated team processes including workflows and information uploads (AHIRE; OnBase; eForms; Interfolio).

• Partner with ODoF senior staff to communicate various ODoF policies, procedures, laws, standards and regulations.
• Collaborate with data management staff to create Interfolio templates and customize Interfolio processes as needed.
• Support the development and implementation of personnel policies and procedures; Update policy documents and post updated documents on the website.
• Respond to inquiries regarding policies, procedures and programs.
• Respond to employee relation issues such as employee complaints.
• Advise and guide managers (including faculty who manage ODoF appointees) on progressive discipline process, highlighting the legal requirements and ramifications.

• Track promotion eligibility for all lecturers to ranks of Senior Lecturer, University Lecturer, and Professor of the Practice.
• Provide high-level support for the committee on advancement and appointment in advanced lecturer ranks (Senior Lecturer, University Lecturer, Professor of the Practice). Compile materials for C9 meetings, including academic promotion dossiers, utilizing Interfolio to share materials with committee members according to the specifications of the committee. Prepare cover sheets. Collaborate with staff in academic units and programs, centers, and Institutes to ensure timely submission of materials and ensure the accuracy and completeness of materials submitted for committee review. Collaborate with data management staff to customize Interfolio for committee purposes.
• Provide functional support for C9 committee: Prepare meeting agendas; schedule meetings; coordinating with the Office of the Dean of the College, the Graduate School, and committee members; ensure that technology is set up for meetings as needed.
• Draft and distribute letters following promotion decisions.

• Coordinate appointments and reappointments of directorships for programs, centers, and institutes. Track appointment terms and prepare appointment letters and announcements.
• Update database with executive committee membership and associated faculty. Draft and distribute letters relating to new appointments and reappointments.
• Advise and guide managers on policies related to executive committee membership and associate faculty status. Respond to inquiries regarding policies and procedures related to Faculty Roles Admin database.
• Collaborate with other offices to prepare mastheads for all programs, centers, and institutes that appear in the Undergraduate Announcement and on the Graduate School website.
• Prepare list of departmental search officers and search committee chairs for faculty search and recruitment process.

• Track requests for workload relief for new parents, teaching relief for childbirth, and extension of term due to childbirth/adoption, including FTE needs of department. Prepare letter and memo granting relief with FTE support, if needed. Prepare letter granting extension of term and report to Board of Trustees.
• Prepare and distribute memo relating to retirement agreements that are signed by faculty, and report to the Board.
• Respond to inquiries from departments regarding short term disability requests, FMLA leaves, and work accommodation policies.
• Partner with ODoF senior staff to communicate various ODoF policies, procedures, laws, standards and regulations related to life cycle, matters, including leaves, disability, workload relief, partner hiring, and retirement.

• Proactively provide recommendations for process improvements including tracking workflow, diagnosing issues and identifying solutions.
• Receive and respond to inquiries from academic departments and programs, centers, and institutes regarding use of systems including Interfolio, AHIRE and eForms. Keep records of system and process queries. Analyze common trends and underlying problems. Update documentation.
• Maintain and update SharePoint sites and databases.
• Conduct various projects as needed, including selection process for Visiting Professorship for Distinguished Teaching (VPDT) and President's Award for Distinguished Teaching (PADT).

Qualifications:

• Bachelor's degree and a minimum of three years of professional experience required. Experience in higher education administration preferred.
• The successful candidate will demonstrate:
• High levels of resourcefulness, influence/organizational savvy, and the ability to see projects through to completion
• Excellent interpersonal skills; ability to build effective relationships with partners across the organization and institution
• Strong written and verbal communication skills
• Strong attention to detail
• Comfort with change, ambiguity and risk in a fast-paced environment
• Must be proactive, able to work independently and still know when to ask supervisor for direction or support
• Strong focus on problem-solving and process-improvement
• Sensitivity to confidential matters is required; must be able to exercise excellent judgment and decision-making skills.
• Demonstrated ability to learn new software and systems.

KNOW YOUR RIGHTS

1. 25

Eligible for Overtime: No

Benefits Eligible: Yes

Probationary Period: 180 days

Essential Services Personnel (see policy for detail): No

Physical Capacity Exam Required: No

Valid Driver’s License Required: No

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