Position Number:S76140-20190904 Title:Coordinator, Faculty Affairs Department:College of Arts and Sciences Category:Administrative/Clerical Job Family:Human Resources Website:https://cas.cas2.lehigh.edu/ Posting Date:09/11/2019 Summary:

The Faculty Affairs Coordinator in the College of Arts and Sciences is responsible for various administrative duties in support of the College leadership team consisting of the Dean, Associate Deans and the Director of Administration. This position plays a vital role coordinating the flow of all paper and electronic data related to the faculty life cycle for tenure track, professors of practice and lectures for the College Dean. Included in this role are faculty actions such as initial appointments, re-appointments, promotion and tenure reviews, triennial reviews, faculty leaves, retirements, and faculty travel grants requests. In addition, this position organizes the merit increase process; provides general office event support, provides support to visitors, faculty, staff and students, assisting with questions and paperwork; maintains an e-file system for Dean's office files including, but not limited to faculty, staff, adjuncts and travel. This position also manages the collecting, organizing, tracking, and circulating of information pertaining to the hiring processes of adjuncts/visiting faculty/research personnel/graduate students. Under limited supervision and an expectation of maintaining the highest level of confidentiality and professionalism at all times, the following key accountabilities are to be performed:

Accountabilities:

1. Coordinate all Faculty Actions, Faculty Review Processes and serve as College Lyterati Administrator for the College of Arts and Sciences; serve as contact person for all departmental questions relating to faculty appointments, reappointments, promotion and tenure, triennials and extensions
   • Assist approximately 260 faculty members with the following review processes: annual reviews, first appointments, second re-appointments, triennial reviews, promotion and tenure within the college process and Lyterati system
   • Ensure proper documentation of searches, personnel actions, system training, record keeping and legal compliance; assist department Coordinators in system training and process improvement recommendations
   • Work with others to coordinate the flow of materials and letters from a candidate or Department to the Provost
   • Organize, file and monitor personnel actions as they relate to finance, policy management and employee relations matters
   • Track appointment materials, maintain historical documents through e-filing systems; prepare on-boarding paperwork for new faculty
   • Communicate with faculty, Department Chairs and staff regarding the review process; ensure all required documents are processed and forwarded to appropriate person
   • File and catalog extension requests; forwarding of same to Dean, Senior Associate Dean and Provost
   • Persistent follow up on confidential documents; ensure all are received and accurate
   • Track reviews, triennials, reappointments, promotions, tenure due dates, extension requests and changes
2. Support the Senior Associate Dean and the Director of Administration in the coordination of the hiring appointment process for short-term academic appointments and staff positions within the College
   • Gather hiring forms and documentation from academic departments; check data for completeness and organize into usable information for Deans and Directors; ensure compliance of state and federal regulations are met before processing further
   • Independently process hiring details into legal appointment contracts for adjunct faculty, visiting faculty, summer faculty, research personnel and teaching assistants; collaborate with Deans and the Administrative Director for accuracy
   • Maintain records, distribution and filed copies of all hiring paperwork
   • Follow through on the required new hire documents; provide assistance in the background check process while ensuring compliance with state and federal regulations, verification of hours of employment per ACA standards, as well as course enrollment guidelines and verification of teaching assignments in Banner database
   • Input information into Banner database, verifying Banner attributes for faculty, teaching assistants, research personnel and adjuncts; activate and deactivate visiting faculty, teaching assistants and adjuncts in the Banner system
   • Maintain personnel and payroll files for each hire and existing employees with a high degree of confidentiality; continually monitor self-managed tickler system to keep files up to date
   • Reconcile and track moving expense reimbursements for new faculty hires
   • Complete iHome process for non-citizen visitors, assist department Coordinators with the iHome process and ensure all documents are submitted
   • Serve as the Human Resources Employment Coordinator; attend meetings, stay up-to-date on hiring information and share best practices across the College
3. Support the Senior Associate Dean in processing Academic Leave Requests, FMLA requests and Faculty Awards
   • Receive, track and organize Leave of Absence requests from academic departments
   • Maintain personnel files with a high degree of confidentiality for both faculty and staff
   • Draft correspondence for the Senior Associate Dean and the Dean
   • Provide administrative support for the nomination, committee formation and awarding of various awards
   • Provide administrative support for appointments and reappointments of Distinguished Chairs
   • Assist with FMLA requests
4. Coordinate the faculty and graduate student gravel grant process
   • Process incoming requests for financial travel support from faculty and graduate students
   • Track funding requests; monitor for previous awards in compliance with College of Arts and Sciences travel grant policy
   • Draft and mail award letters, coordinating further consideration for travel awards from the Provost Office
   • Complete accounting settlement for submitted travel expenses, process Budget/Controller forms to reallocate funds to departments, monthly reconciling of travel funds with Business Manager, reconcile expenses with Departments and financial accounts
   • Independently create and amend budgets for weekly upload of college transfers to and from departments at the direction of the Director of Administration
   • Compile statistics, prepare reports and spreadsheets as requested
   • Compare and contrast best practices among College departments and programs; make recommendations to the Director of Administration on how to improve travel funding disbursement
5. Assist the Senior Associate Dean and the Director of Administration with the annual distribution of the merit increase letters and maintain confidential staff personnel files
   • With direction from the Senior Associate Dean, draft salary letters
   • Distribute final merit increase letters to both employees and supervisors with a high level of accuracy and confidentiality
   • Document and store letters in appropriate personnel files
6. Provide office management and support for the College of Arts and Sciences Dean's Office
   • Establish, organize, maintain and monitor electronic files and records
   • Schedule and arrange meetings for Director of Administration, Senior Associate Dean and Associate Deans; schedule regular staff meetings and performance review meetings
   • Assist Faculty and Staff and Administrative Director in building use and access to Maginnes Hall
   • Assist students by scheduling meetings with faculty members, collecting forms and directing students as needed
   • Create monthly Coordinator Newsletter; update and maintain Coordinator course site, keeping all documents up to date and the coordinators informed of important policy changes, upcoming events and critical deadlines
   • Update the College of Arts and Sciences website
   • Point of contact for questions from faculty and staff regarding College policies and procedures
   • Provides support and training for department coordinators
   • Make recommendations for improving processes and procedures

Qualifications:

1. High school diploma or equivalent combination of education and experience
2. Three to five years related work experience
3. Excellent communication and interpersonal skills
4. Excellent writing ability and organizational skills
5. Solid computer skills with experience using word processing and spreadsheet software
6. Successful completion of standard background checks including but not limited to: social security verification, education verification, county and national criminal background checks, PATCH, FBI fingerprinting, Child Abuse Clearance. Based upon the requirements of the position Lehigh may also request credit history reports, motor vehicle checks and professional license/certification verification

Special Considerations:

• Periods of high volume/workload may be required

FTE:100% Grade and Hiring Minimum:8-37.5; $40,790 Salary commensurate with experience and qualifications. Salary adjustments for internal candidates comply with University policy. For more information contact Human Resources. Required Documents Message:Cover Letter, Resume