Assoc. Director, Faculty Affairs

Coral Gables, Florida
Jun 16, 2017
Institution Type
Four-Year Institution
The University of Miami is considered among the top tier institutions of higher education in the U.S. for its academic excellence, superior medical care, and cutting-edge research. At the U, we are committed to attracting a talented workforce to support our common purpose of transforming lives through teaching, research, and service. Through our values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity and Teamwork (DIRECCT) we strive to create an environment where everyone contributes in making UM a great place to work. We are one of the largest private employers in Miami-Dade County; home to more than 13,400 faculty and staff from all over the world.

The Associate Director of Faculty Affairs works closely with the Director to coordinate the daily operation of the office. The Office of Faculty Affairs resides within the Office of the Executive Vice President and Provost, and exists to provide support in recruiting and retaining a world-class faculty. The Office of Faculty Affairs manages ongoing human resource management for faculty on the Coral Gables and Rosenstiel campuses.

Duties & Responsibilities:

Faculty Personnel Administration (65%)
• Play an active role in the transition to and implementation of Workday and the roll out of Workday Recruiting for Faculty.

• Work directly with HRIS staff to identify and troubleshoot problems in Workday and recommend solutions, up to and including configuration changes.

• Review and correct all position announcements in Workday for accuracy and appropriate classification, job description, minimum qualifications and compensation.

• Posting approved position announcements on HODES, managing applicants, closing positions as searches conclude.

• Represent University of Miami at SREB’s Institute on Teaching and Mentoring, an annual meeting that attracts >1000 underrepresented minority PhD scholars and graduates.

• Oversee ongoing special projects such as implementation of online orientation, transition to electronic document management within the Office of Faculty Affairs, and ongoing small-group educational initiatives with other faculty affairs HR personnel on an inter-campus basis.

• Review appointment letters to new faculty and research employees making sure that Faculty Affairs and Equality Administration policies are followed and that offers to new hires comply with requirements and classifications posted on the position announcement search.

• Review all requests for faculty leave under FMLA, ensuring compliance with the letter of the law.

• Exercise judgment and authority in recommending amendments to position requests to schools and departments.

• Provide verifications of salary/employment for current and former employees.

• Work closely with Department of Planning, Institutional Research & Assessment/Assessment and Accreditation to verify records of faculty credentialing, and executing spot-maintenance and troubleshooting for Workday records.

• Responsible for implementation of special retirement/resignation agreements, as negotiated by Office of General Counsel.

• Must liaise with diverse offices across the University to ensure that all stipulations of these legal agreements are met to the letter (frequently requiring special consideration outside of established policies and procedures.)

• Responsible for oversight of termination/layoff process for faculty, ensuring that appropriate notice, documentation, and consultation with appropriate authorities has taken place.

• Establish and maintain procedures to properly process Courtesy Appointments, sabbaticals and leaves of absence.

• Exercise independent judgment in application of procedures, maintain authority to deviate from established policy, and assist in proper interpretation/application of standing policy.

• Respond to new faculty and business officers’ general inquiries about faculty benefits, university policies and procedures.

Payroll (25%)
• Responsible for Faculty payroll on-line approvals (including input of related activities for monthly payroll schedules) in Workday and for payroll monthly notices (informing payroll datelines, general personnel procedures and new university policies) to Schools and Colleges within Coral Gables and RSMAS campuses.(May include Medical campus interaction.)

• Resolve payroll issues and provide support (trouble-shooting) and on-line training to Schools/Colleges Business Officers. (Train new and existing School/Colleges of Coral Gables and Rosenstiel personnel on the Workday system concerning faculty, create training material and be available for informational support.

Immigration (5%)
• Review and approve Coral Gables and Rosenstiel Schools requests for International Scholar/Exchange Visitors (form DS-2019).

• Provide direction to Faculty Affairs Generalist for sending visa expiration reminders (letters and emails) to business officers in order to make sure that employees don’t allow their employment authorization status to lapse.

Service/Support (5%)
• Provide administrative support to the Director, oversee daily operations and provide support for all functions and services of the Office of Faculty Affairs (ensure that new faculty files are complete and maintained properly, that onboarding procedures are complete, that personnel file required documents are received, employment authorization verifications are correctly completed and university policies to incoming faculty are properly disseminated).
• Represent the Office of Faculty Affairs at roundtables and ad-hoc committee meetings.

Education & Experience Requirements:

• Bachelor's Degree and 3 years of experience in personnel/financial administration. Excellent organizational, written and verbal communication skills and proficiency with MS Office required.

Apply to Position #P00018342

The University of Miami is home to some of the brightest minds in the world. We are committed to educating and nurturing students, creating knowledge, and providing service to our community and beyond. The University of Miami offers competitive salaries and a comprehensive benefits package including medical and dental benefits, tuition remission, vacation, paid holidays and much more. The University of Miami is an Equal Opportunity/Affirmative Action Employer. Come join us!