DePaul University

DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.


Job Title Faculty Administration Manager
Job ID 3787
Location Loop Campus
Full/Part Time Full-Time
Regular/Temporary Regular

Multicultural Statement

At DePaul University, we are looking for candidates who want to join us in our mission to provide access to education for all. Successful candidates welcome ideas and perspectives from colleagues and students representing a wide variety of cultures, backgrounds, religious beliefs, and experiences. We seek collaborative, open-minded and hard working professionals to work in a real world urban learning environment. Are you exceptional, yet modest and open to challenges? We seek achievers and leaders that want to bring their passion and skills to our well-respected community of approachable colleagues. Build your career with us.

General Summary

The Faculty Administration Manager is primarily responsible for processes affecting full and part-time faculty, and specifically, the oversight of the university faculty recruitment system, college communications, for surfacing faculty selection/recommendations, providing initial on-boarding instructions to new hires and contract issuance for all full-time faculty. Reporting directly to the Chief of Staff / Senior Associate Vice President for Academic Administration (CoS-SAVP), this position is a key participant of the Academic Administration management team, supporting the ten colleges/schools, two vice presidential areas, and other reports of the provost (i.e. AVPs) to assess opportunities and constraints related to faculty administration and related project management. The Faculty Administration Manager ensures all matters impacting full and part-time faculty are addressed in compliance with internal and external regulations. As with all roles in Academic Administration, this position is expected to develop strong enterprise-wide relationships and bring about appropriate action/resolutions related to academic business matters by partnering with the academic units to help link college/school/unit strategic plans and their related budgets with the University’s strategic and financial goals, mission and values.

Responsibilities & Duties

Coordinate, execute, ensure compliance monitoring and reporting for full-time faculty:

• Facilitate full-time faculty recruitment processes: leveraging Interfolio/FAC SEARCH (Federal Audit Clearinghouse) for all authorized searches, ensuring position and budget attributes are appropriate for the search; close searches after hiring.
  
• Provide reports/statistics on full-time hiring in order to respond to requests for faculty information both internally and externally.
  
• Advise hiring units on the creation of job advertisements while ensuring language is consistent with internal and external compliance regulations; ensuring postings are sent to identified job boards (i.e. leverage JobTarget, the Chronicle and others).
  
• Coordinate with internal offices including Human Resources, Internal Audit, OIDE, Office of the General Counsel and Records Management to ensure compliance is achieved throughout the recruitment and selection process.
  
• Craft offer approvals for the CoS/SAVP to surface with the provost's review team (i.e. the provost, the associate provosts for faculty and diversity and the CoS/SAVP).
  
• Create new faculty contracts, ensuring approved terms are incorporated and in compliance with Faculty Handbook terms.
  
• In close coordination with the CoS/SAVP manage and coordinate sensitive and confidential matters involving faculty that may require consultation with the provost or other units including: leaves of absence, manage/monitoring of promotion and tenure probationary periods (a.k.a. tenure clock tracking), terminations and non-routine hire scenarios, faculty handbook enforcement, and faculty personnel file and Faculty Demographic Report maintenance.
  
• Assist in the preparation and issuance of annual faculty contracts for all segments of full-time faculty: tenured, tenure-track and term faculty; receive, record and archive all annual contracts.
  
• Build subject-matter-expertise related to full-time faculty, processes, process improvements and overall faculty administration documentation.
  

Coordinate, execute and ensure compliance monitoring for part-time faculty:

• Facilitate part-time faculty recruitment processes: leveraging Interfolio/FAC SEARCH by collaborating with, training and advising chairs, faculty and staff stakeholders on posting methodology and maintenance to drive the organizational goals.
  
• Coordinate with internal offices including Human Resources, Internal Audit, OIDE, Office of the General Counsel and Records Management to ensure compliance is achieved throughout the recruitment and selection process.
  
• Provide guidance around university objectives of diversity, equality and compliance throughout the search process for adjunct faculty.
  
• Lend subject-matter-expertise to the Associate Provost for Faculty & Planning to aid in contingent faculty administration.
  
• Provide reports/statistics on part-time hiring.
  

Process Improvement, Documentation, AA Website Administration & Training:

• Participate in change management initiatives through collaboration with the external stakeholders including Human Resources, records management, hiring units and external vendors to utilize university resources and technology most efficiently and improve the recruitment and on-boarding process.
  
• Serve as the SharePoint administrator in managing updates/currency and functionality of the Academic Affairs website.
  
• Document and maintain meaningful support and training materials related to all aspects of the faculty administration including, procedural guidebooks, flowcharts and transaction materials to be used internally and externally.
  

Manage Resource Email Account:

• Serve as the primary responder of the acad-affairs-support@depaul.edu mailbox.
  
• Field mailbox activity for all applicant inquiries, referee inquiries, contract receipts, system issues and general questions from both internal and external users.
  
• Performs other duties as assigned.
  

Education & Experience

• Bachelor's degree in Business/Management/Accounting/Finance.
  
• Minimum 3-5 years professional experience.
  
• Excellent interpersonal, written, verbal and presentation skills.
  

Preferred Requirements

• Consulting or Higher Education experience.
  
• PeopleSoft, Oracle Cloud or other ERP system experience.
  

Financial Responsibilities

• Personnel Dimension: This position supports the CoS/SAVP in the general analysis/oversight and accountability of the instructional/faculty personnel, on behalf of the Provost, consisting of approximately $116 million, inclusive of an instruction personnel population of 960+ active full-time faculty and 2,000 part-time faculty positions.
  
• Contacts: This position provides guidance on hiring and compliance, as needed, to individuals throughout Academic Affairs, at both executive and non executive levels.
  
• Information: This position requires access to information that is considered highly confidential. This may include employee or university information. This position does not have authority to bind the university to contracts or negotiate other significant financial matters. This role does have the ability to investigate and project on behalf of management, with consult of the Chief of Staff / Sr. Associate Vice President for Academic Administration.
  

Other Skills & Abilities Reqd

• Self-motivated individual, able to work in changing environment.
• Ability to work with many individuals, adapt to varied learning styles, backgrounds and abilities and various levels throughout the University.
  
• Ability to communicate and transfer knowledge concerning faculty administration and compliance concepts and/or policies and procedures to enhance and advance faculty administration and accountability.
  
• Strong analytical and problem solving skills.
  
• Excellent interpersonal skills.
  
• Excellent written and verbal communication skills.
  
• Intermediate to advanced spreadsheet, database, presentation packages, and word processing skills required, including basic understanding of relational databases.
  
• Familiarity with on-line applicant tracking systems (Interfolio SEARCH) and electronic signing applications (i.e. DocuSign) very helpful.
  

Other Attachments

You may upload other attachments (Transcripts, Portfolios, Writing samples) in the “My Activities” tab of your profile.

Additional Information

• As a salaried and degreed professional, overtime is necessary when deadlines or projects need to be completed.

Salary & Benefits Package:
DePaul offers a comprehensive package including competitive pay and benefits to attract and retain the best talent in order to further the University's mission. For more information, please visit the following pages:
Full Benefits
Part-Time Benefits

Required Background Check:
Employment at

PI114998946