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Manager of Faculty Support

Employer
Spelman College
Location
Atlanta, GA
Closing date
Jul 2, 2021

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Job Details

Job Title:

Manager of Faculty Support

Job Summary:

This position reports to the Vice Provost for Faculty and provides support for the tenure process, provides counsel to address faculty employment matters, works with the Vice Provost to provide support for other areas as needed. This position directs the daily operations of the faculty affairs team, including setting priorities, reviewing processes and implementation changes related to greater efficiency and modernization. The Vice Provost and the Faculty Support Office are responsible for, or support processes related to: faculty recruitment, hiring, on-boarding, orientation, payroll, promotion, retention, retirement and professional development.

Essential Duties and Responsibilities:

•Discusses and provides counsel on employment matters with faculty, supervisors, managers, administrators, and external applicants as appropriate and/or directed by the Provost, the Vice Provost, Legal Counsel and the Director of Human Resources.
•Oversee several compliance programs to make sure they are in adherence with the College’s policies and procedures. These programs include oversight of background checks, I-9 completion, DOL 800, and immigration processes. Ensures compliance with various employment regulations and laws. Ensures employment notices are posted and/or given to faculty in a timely manner
•Provides support to the tenure and promotion process by recording all actions taken in the Tenure and Promotion Committee meetings, to maintain alignment with College policies and the Faculty Handbook; organizes the review of materials submitted by the faculty requesting third year review, tenure and/or promotion; receives confidential correspondence from internal and external reviewers, distributing such as appropriate; assists members of the Tenure and Promotion Committee as needed.
•Organize and execute celebrations for entering and continuing faculty, such as New Faculty Orientation, New Chair’s Orientation, Chair’s Workshop and faculty professional development workshops, including managing logistics, notifications, obtaining approvals, preparing and circulating announcements, and other activities, to ensure a successful, well-executed and memorable event.
•Understands Banner, People Admin, and SmartSheet functionality and identifies methods to streamline processing and maintaining of faculty data and records, electronically and hard copy.
•Works with the Title III Activity Director in Academic Affairs (the Vice Provost) to maintain the Title III budgets, collect data, develop proposals, and generate progress reports.
•Under the direction of the Vice Provost for Faculty, assists in the drafting of proposals, collection of data and generation of progress reports for initiatives funded by external agencies (e.g. Mellon Foundation), concerned with faculty professional development.
•Ensures compliance with various employment regulations and laws. Ensures employment notices are posted and/or given to faculty in a timely manner.
•Completes state unemployment claims by deadline, and timely processing of verifications of employment for faculty.
•Generates the DOL 800 separation document for faculty separating service.
•Manages the collection of time and effort reports of faculty bi-annually.
•Manages federal grant distribution per College Policy and Time and Effort compliance.
•Reviews grant payments for compliance with the College’s additional earnings guidelines.
•Schedules and advises Academic Affairs Administrative Assistants for summer coverage. Provides guidelines to be given to each Administrative Assistant for summer voicemail recordings, mail pick-up and delivery with their Department Chairs, absences and leaves among the Administrative Assistants who will be working 12 months versus 10 months, and emergency contact information.
•Maintains basic knowledge of OPT and CPT visa restrictions and processing experience of the Fulbright international Language Teaching Assistants; acts as host for the FLTA’s.
•Handles and responds to immigration matters for faculty.
•Serves as backup for the processing of I-9 verification forms, and E-verify certification.
•Serves as back-up for processing background checks on new hires.
•Conducts onboarding for visiting/guest faculty (e.g. Mellon Fellows, Visiting/Distinguished Professors, Fulbright Fellows), including arranging housing/ meals, coordination of welcome gift, etc.
•Provides timely notification to partners such as Human Resources/Budget and Contracts on terminating and rehired faculty by April 30th, and department chair/programs directors by May 31st.
•Prepares monthly and quarterly reports on recruitment and employment, as well as year-end statistics for reports to the Vice Provost for Faculty, Provost, President, and Board of Trustees.
•In partnership with the Vice Provost for Faculty and HR, performs salary equity reviews (benchmarking) annually to determine appropriateness of faculty salary levels, in comparison to (1) other faculty employees similarly placed, and (2) comparable positions at peer institutions.
•Serves as a backup to generate, review, process electronic personnel action forms (EPAFs) or personnel action form (PAFs) for all part-time and full-time faculty actions that must be submitted to Payroll, in accordance with established deadlines, to include items such as: Entering budget codes, employment period for new hires and reappointments, separations, salary, leaves, etc.
•Maintains the current copy of the Faculty Handbook, including notes of recommended updates from Faculty Council, the Provost, the Vice Provost, and other sources.
•Reviews and identifies processes and procedures within the Office of the Vice Provost for Faculty that create greater efficiencies, and shares those with the Vice Provost.
•In partnership with the Office of Human Resources, perform salary equity reviews (benchmarking) annually to determine appropriateness of salary levels, in comparison to (1) other employees similarly placed, and (2) comparable positions at peer institutions. Make recommendation for salary changes where appropriate.
•Attends monthly Department Chair meetings, Leadership Council, Faculty Institute, Supervisors Retreat and Department Chairs Retreat. Prepares and presents information and data as requested.
•In partnership with the Provost and/or Vice Provost for Faculty and the Director of Human Resources, acts as hearing officer in grievance matters, compile data for attorneys regarding lawsuits, grievances, and investigations.
•Provides assistance for the bi-annual Faculty Institutes as needed.
•Maintains knowledge and familiarity of People Admin applicant tracking and onboarding software.
•May collect and analyze faculty survey data, as needed.
•Reviews the proposed salary for part-time faculty based on education and prior college level teaching experience and makes recommendations to the Vice Provost for Faculty for approval.

Required Qualifications:

Bachelor’s degree required and a minimum of three-five years of progressive experience required.

Previous higher education and strong interaction with faculty affairs is essential.

Must have experience supervising others and managing the daily operations of an administrative office, and a demonstrated ability to organize and coordinate resources and daily tasks of personnel and supervise staff and work-study students.

Must have experience managing budgets.
•This position requires excellent customer service skills with proven knowledge on how to work effectively and professionally with all levels of internal and external customers.
•Must have strong customer service focus, excellent written, verbal and time management skills.
•Excellent skills in written communication are required to prepare and/or edit business correspondence, reports, brochures, handbooks, and other materials.
•Must be comfortable drafting proposals and progress reports for external funding (e.g. Title III, Mellon Foundation), under the direction of the Vice Provost for Faculty.
•Must be comfortable when working with tight deadlines, and able to turn work around in a short time period, where demands may change with short notice, which means a demonstrated ability to prioritize effectively and meet multiple deadlines in a fast-paced, quickly changing, environment.
•Must have the ability to think and act proactively and laterally, to maximize opportunities to promote the mission of the Faculty Support Office.
•Must be capable of effectively reviewing routine and non-routine information with internal and external customers to inform, negotiate, persuade or convince, paying careful attention to detail and deliberately considering content, audience, stakes and effects.
•Must possess excellent problem solving and critical thinking skills with the ability to collect, analyze, combine, and synthesize relevant information, review and apply policies and precedents, develop recommendations for program improvements and make effective decisions.
•Must have exceptional attention to detail.
•Must have demonstrated ability to work effectively in a team and autonomously. Must have excellent social skills with the ability to operate with diplomacy, tact and empathy.
•This position requires strict confidentiality.
•Must maintain significant technical knowledge of employment laws, rules, programs and procedures to identify, analyze and effectively respond to current and future faculty and staff hiring needs of the College.
•Required knowledge includes Title VII (Civil Rights Act), the Uniform Guidelines, and the American with Disabilities Act (ADA) and the Age Discrimination in Employment Act (ADEA). Family Education Rights and Privacy Act (FERPA) & HIPPA.
•Must maintain very good understanding of the College’s values and key goals and how to adhere to and achieve them in the employment functions.
•Ability to establish and maintain effective working relationships with College officials, professionals and others and to advise on and recommend actions, policies and procedures.
•Must possess good mathematics skills to make calculations and apply statistical or algebraic techniques in practical situations.
•Must be skilled in using computer equipment and modern software and have the ability to learn and apply new software programs. Must have excellent skills using Microsoft Office Suite (Word, Excel, PowerPoint), which includes typing basic letters, memos, and e-mails, plus creating documents such as mail merges, flyers, spreadsheets with formulas, forms, job descriptions, must have the ability to perform internet searches and ability to effectively utilize SmartSheet.

Provides supervision of the Faculty Support Specialist and Faculty Support Operations Specialist.

Preferred Qualifications:

None

Certifications, Licenses, Restrictions :

SPHR, PHR Preferred

Physical Demands:

While performing the duties of this job, the employee is regularly required to: use hands to handle office supplies, operate computer and other office equipment, talk, sit, and hear. The employee is frequently required to: stand, walk, and reach with hands and arms. The employee is occasionally required to: and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Shift:

Days

% Travel Required:

1% - 25%

Full Time/Part Time:

Full-time

FLSA:

Exempt

Number of Vacancies:

1

Posting Number:

SC0299P

Posting Open Date:

05/26/2021

Open Until Filled:

Yes

EEO Statement:

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

Organization

Working at Spelman College

Spelman College is a prestigious, highly selective historically Black college that prepares women to change the world. Spelman’s holistic liberal arts education empowers women to excel intellectually, think creatively, serve wholeheartedly, act globally, and lead boldly. Located in Atlanta, Spelman College’s multifaceted, person-centered learning community creates lasting bonds of sisterhood and support. Providing an educational experience unlike any other, Spelman embraces a long-standing and life-changing commitment to academic rigor, career development, community involvement, and positive social impact.

Spelman is part of the Atlanta University Center, the largest consortium of historically Black institutions of higher learning in the world. Its partner institutions include Clark Atlanta University, Morehouse College and Morehouse School of Medicine. Spelman shares cross-registration with its undergraduate partners. The AUC institutions also share the newly renovated Robert W. Woodruff Library.

A historic campus of 32 acres, dating back to 1883, Spelman is five minutes west of downtown Atlanta. There are 25 buildings on the lush, well-manicured campus, including a new, silver LEED- certified green residence hall, The Suites, and The Camille O. Hanks Cosby Academic Center, which houses the Spelman College Museum of Fine Art and the state-of-the-art College Archives.

As a result of its dedicated faculty and staff, Spelman College has gained an excellent national reputation and high rankings in the media’s annual college guides. The College ranks among the top 70 Best Liberal Arts Colleges, consistently ranks as a top producer of Fulbright Fellows and Teach For America candidates, and has the distinction of being the leading producer of Black females who go on to earn doctoral degrees in science and engineering.

Spelman College is also home to SpelBots, the first all-women, African-American robotics team to take part in the international RoboCup competition in 2005, long considered the Olympics of Robotics and artificial intelligence. In addition, the Women’s Research and Resource Center, the WISDOM Center and Center for Leadership and Civic Engagement, as well as the College’s departments of art and drama and dance, are among the many esteemed programs that showcase the College’s strengths in the humanities, arts and service leadership.

Dedicated, talented, and well-qualified faculty members are a hallmark of Spelman College. Home to 183 full-time faculty members, Spelman boasts an 11:1 student/faculty ratio, providing students with greater opportunities to engage with professors across disciplines. The William and Camille Cosby Endowed Professorship Program, for example, supports professorships in the fine arts, humanities and the social sciences. It is a multidisciplinary initiative designed to enhance the intellectual, cultural and creative life of Spelman College and its surrounding community. Previous Cosby Chairs include former Atlanta mayor Shirley Franklin; award-winning author and poet Pearl Cleage, C’71; the Rev. Renita Weems; distinguished scholar and economist William Darity, Ph.D.; and Bernice Johnson Reagon, C'70, an internationally known producer, composer and recording artist, and founder of the Grammy Award-nominated a cappella ensemble Sweet Honey and the Rock.

Spelman faculty have a significant impact on the College’s mission to educate students to lead and serve their communities and the world. To this end, Spelman’s iconic representative is the Millenial professor. The College is strengthening its Faculty Development Program to be comprehensive – recruiting and retaining talented individuals who pursue creative, rigorous scholarship and course development within their disciplines and in multidisciplinary ventures. These professors will also lead the way in internationalizing the curriculum.

As part of the College’s strategic plan for 2015, Spelman’s agenda is to strengthen the academic core of the institution. Constituents such as students, faculty, staff, administrators, alumnae, trustees and community partners participate by taking specific actions called GOALS. Spelman’s faculty goals are: global engagement; ongoing professional development; advising students to prepare not only for careers but for lives of success, leadership, and service; leadership through participation in shared governance; and service learning integrated across the curriculum.

The Spelman MILE – My Integrated Learning Experience – forms the foundation of Spelman College’s strategic plan. Symbolizing a transformational journey of learning, the Spelman MILE will ensure key competencies – such as critical thinking, effective communication, quantitative reasoning, and digital literacy – that Millenial students need for personal success. Student GOALS include: global engagement, including at least one meaningful international travel experience; opportunities for undergraduate research and career-related internships; alumnae connections to strengthen our sisterly bonds early on; leadership development focused on individual potential and best practices; and service learning that pairs hands-on community engagement with coursework shared governance.

Each year, the College hosts Research Day in April, as well as Faculty Research Day in October. Both events are designed to showcase excellence in student and faculty research across academic disciplines.

For more information about Spelman, visit http://www.spelman.edu/.

Find Us
Website:
Telephone
4042705100
Location
350 Spelman Lane SW
Atlanta
GA
30314
United States
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