AAVP for Faculty Assistant
Job location: BYU–Hawaii
Employment Type: Part-time
Posted data: 2021-02-22
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Job Description Summary
Provide support to Faculty including communication and coordination of full-time faculty and adjunct faculty hiring with applicants, faculty, and other personnel on campus, Salt Lake City and BYU-Idaho Online Services, LLC. Manage and retain adjunct faculty contracts for each semester and maintain tracking system of full-time non-exempt adjunct faculty teaching hours. Coordinate and maintain processes for professional development, CFS and Rank Advancement, Institutional Review Board Applications and the Student Research Associateship program.
MAJOR ACCOUNTABILITIES Within efforts to support the responsibilities of the Assoc. AVP for Faculty:
Faculty Hiring (a) Post faculty vacancies on WorkDay, (b) maintain tracking sheet of open faculty vacancies and their replacements, (c) maintain and update documents for all applications received in University Box database and update tracking sheet of all applications received and documents submitted to show missing documents (d) ensure Search Committee complete necessary forms and trainings prior to allowing them access to the application packets and provide a timeline for the hiring process; (e) communicate with applicants whenever appropriate and send "regret" letters to applicants who did not receive further consideration for the position they applied for through WorkDay system; (f) generate clearance to interview memorandum for shortlisted candidates, send memorandum to Salt Lake City designee and submit General Authority request form once clearance is received; (g) make travel arrangements for candidates invited for a campus interview; (h) schedule campus interviews with AAVP for Faculty and Dean and coordinate scheduling of interviews with VP for Academics and President with their Assistants; (i) work closely with search committee chairs/administrative assistants to build a campus visit itinerary (interviews, teaching and/or presentation); (j) prepare application packets for President, VP for Academics and AAVP for Faculty interviews; (k) schedule hiring council for President, VP for Academics, AAVP for Faculty and Dean of hiring program; (l) generate Clearance for Appointment Memorandum to be sent to Salt Lake City designee prior to deadlines; (m) collect receipts from program and candidates, review and ensure that Search Committee Guidelines are maintained and process for reimbursement; (n) inform VP for Academics, AAVP for Faculty and Dean of decision received from Salt Lake City; (p) process candidate through hiring process in WorkDay system; (p) perform other tasks as needed.
Adjunct Faculty Hiring, Contracting and Tracking
Assist in hiring process of adjunct faculty hiring process: (a) serve as a liaison between the program, Human Resources and the VP for Academics Office, (b) ensure that interview with VP for Academics occurs before moving adjunct faculty forward in hiring process.
Coordinate adjunct faculty contract process: (a) receive and review all on-island faculty contracts each semester through WorkDay, (b) generate contracts in WorkDay and ensure all information is accurate then push through in WorkDay to begin signature workflow, (c) update and maintain tracking sheet of all adjunct faculty contracts per semester for VP for Academics, (d) send updated tracking sheet to VP for Academics for budget purposes, (e) export all completed contracts from WorkDay and save in University Box database, (f) ensure that all rules are met and address any issue with AAVP for Faculty and VP for Academics, (g) track, review and approve full-time non-exempt adjunct faculty teaching hours and communicate remaining teaching hours with them each month; (h) after each semester, request for time clock report from HR for non-exempt adjunct faculty and send to Payroll to adjust accordingly for over-time tracking; (i) generate payroll adjustment forms for each non-exempt adjunct faculty and process for over-time to be paid back to primary department.
Remote Adjunct Faculty Hiring and Tracking through BYU-Idaho Online Services, LLC. Assist in hiring process of adjunct faculty hiring process: (a) serve as a liaison between BYU-Idaho Online Services, LLC., the program and other personnel on campus, (b) send initial application/offer letter to candidates, (c) update and maintain degree and teaching experience information submitted by the candidates in tracking sheet used for payroll, (d) maintain remote adjunct faculty (new and continuing) teaching loads spreadsheet each semester and send to Online Services for payroll, (e) update spreadsheet with any mid-semester changes and submit to Online Services, (f) send updated spreadsheets to VP for Academics for tracking purposes, (g) verify and process Online Services invoices, through WorkDay, with payroll invoice details received after each payroll run, (h) perform other tasks as needed.
CFS and Rank Advancement
(a) Update CFS and Rank Advancement tracking spreadsheet with new faculty members; (b) every fall semester, sort through tracking spreadsheet for individuals coming up on 3rd and 6th year review and inform the appropriate Deans of the faculty members in their areas coming up for review; (c) update tracking spreadsheet accordingly; (d) ensure all committee members have access to Box database for portfolio review; (e) perform other tasks as assigned.
Institutional Review Board (IRB)
(a) Receive Institutional Review Board applications from IRB Chair/committee member; (b) generate proposal number and application approval memorandum and email to investigator; (c) maintain database of all IRB applications, notifications and memorandums in Box database, sorted by year and proposal number; (d) perform other tasks as assigned.
Student Research Associateship Program (SRA)
(a) Receive Student Research Associateship Program applications and correspondence; (b) ensure that all appropriate documents are received in order to complete application; (c) compile and maintain all applications and submitted documents in Box database; (d) update and maintain SRA tracking sheet for budget purposes; (e) Provide committee members with access to all applications and schedule committee meetings; (f) receive committee decision and inform applicants and faculty mentors; (g) assist Administrative Assistants with travel arrangements; (h) process any reimbursements and/or journal entries for charges covered by SRA budget; (i) perform other tasks as assigned.
Office Administrative/Clerical Duties
(a) Prepares purchase requisitions; (b) fill-in for VP for Academics Executive Assistant as needed; (c) serves as liaison between programs, faculty and staff; (d) make arrangements for events and meetings; (e) compose and type correspondence, screen telephone calls and distribute mail; (f) make travel arrangements; (g) coordinate special projects as requested and maintain confidential files.
Budget, Technical Support and Other expenditures
(a) Prepare independently or directly assist in the preparation of department budget; (b) monitor all budget and grant (c) make budget allocations; (d) develop and maintain book keeping system; (e) prepare financial and administrative reports; (f) create and maintain databases, web sites, spreadsheets, tables, graphs and PowerPoint presentations; (g) perform other tasks as needed.
QUALIFICATIONS AND EXPERIENCE
Education and Work Experience: A Bachelor's Degree in any field. A minimum of 2 years successful administrative experience is highly preferred.
Skill Set: Excellent verbal and written communication skills, planning and organizational skills, ability to supervise clerical/secretarial/student staff. Excellent computer skills with Microsoft Word, Excel, PowerPoint, Publisher, Outlook, Visio, InDesign, Adobe PDF, WorkDay, PeopleSoft, Brightspot. Knowledge of University policies and procedures, accounting and budgeting principles and methods.* More information may be requested as you progress through the recruiting process.