Faculty Affairs Admin II at University of Rochester in Helen Wood Hall

Faculty Affairs Admin II

Location: Helen Wood Hall · Hybrid

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

255 Crittenden Blvd, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

600221 SON Staff/Education Programs

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$27.16 - $38.03

Responsibilities:

Under the direction of the Senior Manager of Faculty and Academic Affairs, with latitude to exercise independent judgement and decision making, the Faculty Affairs Administrator manages complex administrative functions related to faculty workload, faculty appointment management and compensation contracts requiring prioritization of commitments, initiative, attention to detail and exceptional interpersonal and communication skills. This position is also responsible for managing the school’s centralized faculty payroll process and integrity of faculty personnel files. Must be able to maintain confidentiality and exercise discretion in handling sensitive matters.

ESSENTIAL FUNCTIONS

Faculty Workload

• Process Manager for annual faculty assignments (workload process). This includes working closely with Education Leadership, SON Finance and Program Directors, to coordinate the teaching assignment process for all courses within the SON.
• Develops project timeline and calendar for the Faculty Workload team detailing key dates and deadlines. Manages project timeline ensuring goals are achieved and recommends corrective actions if process is falling behind schedule. (10% 5%)
• Builds and maintains the SON Faculty and Session Portals and User Groups to share teaching assignments with FT/PT and session (adjunct) faculty. Creates and maintains other dashboards and portals for SON Leadership to facilitate monitoring of faculty workload in the Education and Research missions. (10%)
• Manages updates and integrity of faculty workload database to reflect all appointment information and compensable effort. Addresses the day to day changes, manages updates and process flow for faculty workload. Requires analytical thinking and sound decision making. (15%)

Workload System Maintenance

• Manages and completes the roll over process of the annual workload model. Requires understanding the complex database structure and how to build the connections between each data source. This includes ensuring system and data integrity around course assignments, non-teaching assignments, research effort, and other elements of the SON’s faculty productivity tracking.
• Responsible for insuring faculty data is up-to-date and accurate across multiple platforms (SON’s workload system, SONDB, URHR and URFaculty ).
• Responsible for monthly archival of workload data.

Faculty Communications

• Monitors shared email ticket system, analyzing and recommending solutions and responding to resolve discrepancies related to faculty activities/assignments. Monitors faculty change tracker and initiates requested changes accordingly in workload system. Troubleshoots and responds to faculty inquiries related to workload.
• Ensures timely communications to faculty regarding initial teaching assignments, FTE, salary and any subsequent changes.
• Responsible for drafting faculty letters for review by Senior Manager of Faculty and Academic Affairs, Associate Dean, and Dean.
• Manages process for creating, verifying, and sending adjunct faculty contracts each semester and processing compensation. Compares year over year assignments and compensation and follows up to resolve any discrepancies.
• Communicates teaching and non-teaching assignments and changes to academic program staff and other SON departments that need timely, accurate faculty information (Registrar, Admissions, EdIT, IT)
• Responsible for maintaining complete and accurate electronic faculty files/history.
• Recommends process improvements as appropriate.

Faculty Data Management

• Acts as liaison for faculty, with HRSC, UR Payroll, Provost Office, Leave Administration, and URHRTeam. Communicates URHR and Payroll updates.
• As needed, create all new hire faculty positions and track this process through URHR/UR Faculty integration,post new positions in UR Faculty, communicate application instructions to candidates, track application process in UR Faculty through hire process in URHR, initiates data changes such as extending appointments, terminations, compensation changes, status changes, etc. and verifies accuracy of all information. Resolves URHR issues and errors by working collaboratively with HRSC and UR Payroll personnel.
• Reviews SON payroll processes with new faculty ensuring compliance with UR policies and expectations. Researches and responds to faculty questions/concerns regarding SON Payroll processes.
• Processes all account distribution overrides, initiates retroactive distribution changes and extra compensation payments, as needed.
• Prepares monthly end date reports for distribution to Associate Deans. Ensures reports are reviewed and returned and necessary changes are initiated in a timely manner. Provides appropriate communications relative to continuation/termination of appointments.
• Updates and maintains records related to NYS Professions Online Verification resource
  • Updates AACN certifications
  • Verifies and updates faculty credentials as needed

• Other duties as assigned
• Responsible for managing and overseeing the time entry and approval process for hourly paid faculty. This includes ensuring accurate and timely entry of hours, addressing and escalating any issues or concerns to supervisors, generating timecard reports as needed, and ensuring payroll approval is completed.
• Faculty Onboarding: facilitate new hire application process in UR Faculty, work with Employee Health to schedule pre-hire health assessments, provide information and guidance on I9 process

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 3 years of experience in administrative capacity required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent analytical, organizational, communication skills and attention to detail preferred.
• Applicant to have strong Microsoft Office skills preferred.
• Ability to work with minimal supervision while balancing competing demands within strict deadlines preferred.
• Experience using Smartsheet a plus.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.