Sr Faculty Affairs Admin

Rochester, NY

GENERAL PURPOSE:

This position is the senior staff position for all matters related to faculty personnel and supports all of the departments and programs in the Hajim school. Using judgment and experience, the incumbent leads the administrative and operational functions of Faculty Affairs in the Hajim school to include:

  • Understands, interprets and advises faculty and academic administrators on a wide range of School and University policies and procedures.

  • Coaches and guides academic professional staff and faculty leaders across the school.

  • Prepares, maintains and disseminates information related to on-going faculty personnel matters.

  • Represents the Dean on University committees related to faculty affairs.

  • Acts on behalf of the Dean in providing advice and making recommendations on appropriate courses of action.

  • Reviews current business practices, identifies areas for improvements, recommends new policies, and implements new processes.

With supervision from the Dean, this position manages current processes and programs in faculty affairs and oversees the work for compliance with university policies. Core processes include faculty recruitment, searches and hiring; faculty reappointment reviews and processing; promotion and tenure file processing; faculty leave requests; named professorship appointments, and faculty activity reports.

RESPONSIBILITIES:

Faculty Appointments and Lifecycle Administration

  • With a thorough understanding of the rules and regulations of the UR Faculty Handbook, identifies and recommends appropriate options for faculty appointments including initial hire, reappointment, tenure, promotion, retirement, termination, and salary increases for faculty and all other non-staff personnel.

  • In collaboration with the Dean, provides administration for Faculty Affairs processes and programs including but not limited to, faculty development and mentoring; well-being and resilience; emeritus appointments; appointments, reappointments, promotion, and tenure; inclusion and diversity efforts.

  • Collaborates with department chairs and other administrators to ensure that actions are implemented according to protocol and on a timely basis.

  • Serves as primary contact for the Provost’s Office for all faculty matters.

  • Collaborates with the Provost’s Office and other administrative offices throughout the University to ensure actions are processed properly.

  • Composes and prepares Board of Trustees resolutions for the Dean relative to faculty personnel matters.

  • Performs annual faculty hiring surveys of departments and works closely with the Dean to assess and prioritize hiring plans.

  • Acts as primary administrator in the faculty recruitment and hiring process. With a complete and thorough understanding of recruitment and reimbursement policies, ensures that departments adhere to university policies. Serves as the lead resource in developing and implementing equitable and inclusive practices in faculty hiring.

  • Approves credentials for all faculty hires. Maintains records for all faculty searches. Working with the Dean, oversees and approves faculty appointment and reappointment letters and related paperwork.

  • Supports and advances faculty development and onboarding. Oversees onboarding of new faculty members in collaboration with Associate Vice Provost for Academic Equity.

  • Maintains accurate appointment data for all faculty. Maintains accurate records with regard to appointment terms and end dates for tenure track and instructional track faculty.

  • Under general supervision and with minimal oversight, responds to requests for faculty data or reports from the Dean or others as needed.

  • Serves as the lead resource in administration of faculty leaves of absence. Reviews all leave applications to ensure that they comply with policies and requirements; works directly with academic chairs to fulfill requirements and advises deans on the proposed leaves.

  • Serves as the lead resource in administration of endowed professorship appointments and reviews. Reviews all endowed professor portfolios to ensure that they comply with policies and requirements; works directly with the Committee on Professorship Reappointments to review professorship renewals and advises the Dean on reappointments.

Policy and Compliance

  • Administers the online Faculty Activities Reports to all full-time (tenure-track, instructional track and research-track) faculty.

  • Identifies areas for improvement on the report and serves as project manager to implement these changes.

  • Administers the Chair Evaluation Reports and Chair Annual Reports.

  • Serves as primary liaison between the Dean, academic departments and International Services Office on all faculty matters related to labor certification.

  • In partnership with the Dean, provides oversight on policy direction for Faculty Affairs to include development and review; faculty communications; annual conflict of interest survey, faculty annual reviews, awards and honors, and all other faculty matters.

Project Management and Reporting

  • Serves as the primary liaison for University-wide projects such as Interfolio (UR Faculty, the Faculty Information System), a university initiative to create a comprehensive faculty database (appointments, promotions, salary increases, leaves), and the updated HR system, “MyURHR.” This role includes working with the Provost’s office, IT, other schools and UR leadership on workflow processes, assigning security access and roles, and developing reports for various University Officials.

  • Gathers and interprets data to determine programmatic needs and advises the Dean on programs and approaches that advance the School’s strategic needs. In partnership with the Dean, directs the development, and manages, faculty data management and reporting systems. Ensures data confidentiality, quality control and integrity. Delivers accurate and comprehensive faculty data internally, and to external organizations. Manages data and analytics related to faculty engagement, recruitment, and retention and, in collaboration with leaders across the university, provides information and services that integrate efforts across all parts of the Dean’s Office (including education, research), and wider institution.

  • Generates HR/affirmative action audit report each year, monitors compliance with affirmative action coding and the closing of all searches.

  • Reviews report for accuracy and works with individual departments/programs to ensure searches are coded and closed appropriately.

  • Prepares ad hoc data reports on faculty (faculty by rank/discipline, listing of honors/awards, etc.).

Faculty Committees

  • Provides oversight of executive level administrative support to the chairs of the following committees: Faculty Council (including the Steering Committee) and Cabinet of Department Chairs.

  • Attends all Faculty Council meetings (including Steering committee) and keeps detailed record of discussions, decisions and matters needing action. Participates in discussions, prepares comprehensive summaries of meetings and distributes to appropriate constituents.

  • Serves as the senior staff to the Chair of the Faculty Council Steering Committee. Ensures that Steering Committee follows guidelines in Faculty Handbook including those of the election process. Tracks all faculty appointments on a variety of committees and identifies expiring appointments; brings to attention of committee chair for renewal or new appointment.

  • Reviews and analyzes recommended changes by the faculty for their impact to the Faculty Rules and Regulations and advises the Dean on the impacts of the proposed changes. Maintains Faculty Rules and Regulations based on approved changes and revisions from Faculty Council discussions.

  • Attends Chairs meetings and makes presentations on policies as requested. Serves on leadership team for the Dean.

General Administration

  • Serves as a primary resource for academic chairs, departmental administrators and staff at all levels regarding policies, guidelines and practices for faculty related matters.

  • Collaborates with others in the University for additional guidance and support; serves as an interface for multiple contacts (Provost, Legal, ISO, HR, Finance, etc.).

Other Duties as Assigned

QUALIFICATIONS:

Required:

  • Bachelor’s degree

  • 5-8+ years of experience in higher education administration.

  • Experience managing data and reports using Interfolio, Workday Human Resource Management, Microsoft 365 and Qualtrics is preferred.

  • Ability to handle multiple priorities under deadlines while maintaining a high level of professionalism and attention to detail is of the utmost importance.

  • Ability to work independently and maintain confidentiality is necessary.

  • Uses specialized knowledge and skills acquired through prior roles in academic or faculty affairs in leadership positions.

  • Requires excellent written and verbal communication and interpersonal skills; working with a high degree of professionalism, integrity, discretion, and tact; experience building long-term professional relationships with a wide variety of different individuals based on trust, predictability, and effective communications; experience successfully promoting a positive working environment that encourages creativity, efficiency, and receptivity to change; and the ability to work as a member of a team in a dynamic environment.

Preferred:

  • Master’s or doctoral degree

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 Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $75,650 - $113,464 Annually

The 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.

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