Manager of Faculty SupportJob 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.Required Qualifications:
•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.
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:
NoneCertifications, Licenses, Restrictions :
SPHR, PHR PreferredPhysical 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:
ExemptNumber of Vacancies:
SC0299PPosting Open Date:
05/26/2021Open Until Filled:
Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.