Faculty Data Services Coordinator, School of Dental Medicine, Office of the Dean
FACULTY DATA SERVICES COORDINATOR, School of Dental Medicine, Office of the Dean
Tracking Code 9152/M0317 Job Description
The Faculty Data Services Coordinator will primarily provide administrative support to the Director of Faculty Academic Services & Operations in the Office of the Dean. The Faculty Data Services Coordinator is responsible for collaborating with the Director, internal and external Departments (e.g., Human Resources, the International Students & Scholars Office the Medical Campus and Charles River Campus Provost's Offices and General Counsel) for overseeing faculty employment matters at the Dental School. Major activities include: processing faculty appointments and promotions, drafting faculty offer letters and amended employment letters, processing faculty rank and educational transactions in SAP, preparing and submitting immigration/licensure paperwork and monitoring immigration issues, assisting with the faculty annual review process, faculty academic credentialing and onboarding and faculty payroll services.
DATA PROCESSING: Process all SAP transactional items such: as the creation and maintenance of faculty positions in SAP Org Management; process faculty HR transactions including leaves of absence, maintain changes in employment effort and salary changes for ~230 faculty in SAP payroll, process faculty hires and terminations, update salary cost distribution changes, provide faculty reporting, update position information on budget flat file and also oversee immigration, credentialing and Occupational Health surveillance. Serve as primary vacation and sick tracking administrator for GSDM faculty members: Manage and oversee the collection, recording, tracking and processing of vacation entry and adjustments to Time Matters sick/vacation accrual database for faculty on a monthly basis. Update faculty licensure and credentialing information into the GSDM online portal ensuring compliance with CPR and dental licensure. Update faculty changes in internal telephone directory.
APPOINTMENTS & PROMOTIONS: Responsible to review and process all appointment and promotion packets from departments; draft Dean's Cover memos from ASCP and PROF appointments; disseminate approved packets to the Appointments & Promotions (A&P) and Executive Committee members; serve as an ex officio member of A&P and coordinate and manage all committee meetings in conjunction with Committee Chair and provide Committee administrative support including taking minutes; update all faculty titles in SAP, Directory, and Website; issue final appointment and promotion letters, process merit increases for faculty promotions; update faculty education and rank records in SAP.
Offer Letters/Contracts: Assist the Director of Faculty Academic Services & Operations with the drafting, editing, and distribution of faculty letters of offer; amended employment letters; and Postdoctoral & Visiting Researcher letters of offer and contract renewals. Process all onboarding paperwork received from departmental hiring managers to ensure compliance with Human Resources requirements.Write offer letters and appointment renewals for Postdoctoral Associates and Visiting Researchers. Work with departments to onboard these positions in SAP including providing related administrative support relative to immigration needs of Occupational Health compliance.
FMLA/Leaves of Absence: Provide guidance to faculty members and departments regarding the different types of approved leaves available to full-time and part-time faculty, and the approval and filing process for all leaves of absences. Collaborate with Assistant Director for Staff Administration & Operations who oversees the FMLA process for all GSDM employees to track all leaves ensuring proper compensation is provided throughout the leave, vacation/sick time, and/or temporary disability. Confirm that all leaves have been designated appropriately in SAP and organized on the drive.
Participate in Faculty and Operations projects as needed such as: CODA/ADEA Surveys, Faculty Reporting; Affirmative Action analysis, Merit Increases, Administrative support for the Faculty Development Committee, set-up schedule for Appointment & Promotions Committee meetings; other duties as assigned.
Bachelor's Degree Required.
-Must have at least 3-5 years in an administrative support role supporting multiple people with a variety of responsibilities.
-High level of attention to detail with correspondence and project specific work
-Must be able to multi-task and prioritize
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.
-Must be able to critically think and problem solve and present ideas and or solutions for issue resolution.
-Must be comfortable interacting with Dean’s, Department Chairs, Directors and Faculty and other high level University offices on a daily basis
-Must be able to work in a system driven environment with intermediate level experience in the following:
Microsoft Office Applications – Excel, Word, Power point, Outlook