Description
POSITION OBJECTIVE
Working under general direction, provide administrative support to the department and is responsible for the timely submission of faculty appointment requests for research and teaching appointments in the department. This individual also provides administrative and accounting analysis and recommendations in the areas of account management, purchasing, and reimbursements. The individual in this position works directly with the chair, faculty and staff in preparing appointment forms and visa applications submitted to the dean's office and the Visa & Immigration Services & Advisors (VISA) Office.
ESSENTIAL FUNCTIONS
Coordinate the faculty search process for research appointment positions. Ensure job descriptions follow university policy and practice standards; post positions and advertise the positions in the appropriate recruitment spaces. Make recommendations of websites and publications for posting ads. (15%)
Coordinate and process research staff and post doc appointments. Evaluate candidate education and experience and make recommendations for job titles and salary ranges based on school and university employment categories in communication with CSE HR. Assist Faculty in preparing job descriptions. Analyze visa requirements and make recommendations for appropriate start dates. Prepare appointment and visa paperwork, obtain required documentation from faculty supervisors & applicants, and submit requests to the dean's office, and the VISA office and in a timely manner. (15%)
Process chair requests for research faculty appointments, teaching appointments, secondary appointments, and adjunct appointments. Prepare documentation required for the faculty vote and submit required paperwork to the dean's office for approved appointments. Assist the chair, as needed, with faculty activity reports, third year reviews, and promotion packets for research faculty. (15%)
Manage reappointments, visa renewals and visa changes to ensure appointment forms and visa applications are submitted timely to ensure continuous employment and compliance with Homeland Security guidelines. (10%)
NONESSENTIAL FUNCTIONS
Prepare Volunteer and Safety forms for volunteers working in faculty labs. Work with supervisors to obtain the necessary information and submit forms to Safety Services in a timely manner. (5%)
Maintain confidential human resources files and databases, and prepare human resources reports for academic manager, chair and dean's office, as needed. Maintain faculty and staff department mailboxes. (5%)
Serve as a backup to the chair's assistant. Assist, as needed, with the preparation of promotion and tenure materials, faculty activity report and faculty hires. (5%)
Assist the director of administrative operations in processing purchases and reimbursements for the department including the processing of travel reimbursement request of faculty and staff. Work with academic and research teams to coordinate paperwork, obtain approvals, and maintain logs to process requests timely and efficiently. Evaluate processes and provide recommendations for improvement. Resolve issues that arise with Purchasing, Accounts Payable, and Travel Accounting. (5%)
Manage the reconciliation of non-salary expenditures for the department each month and during the fiscal close. Process non-salary journal corrections, clear encumbrances, submit vendor forms and invoices, review reimbursements and travel advances, check deposits and P-card charges. Make recommendations for the resolution of financial issues. (5%)
Assist with the daily operations of the department and provide administrative support for the programmatic needs of faculty. (3%)
Perform other duties as assigned. (2%)
CONTACTS
Department: Daily contact with director administrative operations to discuss work assignments. Regular contact with department chair, faculty, academic staff, and research staff to process appointments and visa paperwork. Department contact for office supplies.
University: Contact with dean's office, HR Records, and HR Immigration to process appointments and visas. Also, other university administrative departments (such as Accounts Payable, Printing, Events and Catering) to exchange information.
External: Daily contact potential candidates and external constituents. The nature of the contact could be via e-mail, phone, or in person.
Students: Little to no interaction with students.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. May direct the work of temporary employees
QUALIFICATIONS
Experience: 3 to 5 years of related experience, preferably in an academic setting.
Education: High school education required. Bachelor's degree preferred.
REQUIRED SKILLS
Experience with human resources records preferred.
Excellent interpersonal, oral, and written communications skills.
Exceptional customer service skills are paramount for this position.
Excellent organizational skills, especially in the areas of follow-up and relationship management.
Must have an extremely strong attention to detail and enjoy working with data.
Must have excellent computer skills (Word, Excel, Access, PowerPoint, and Outlook) as well as an aptitude for learning new programs, researching the internet.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Must be capable of working with various groups of people to build consensus.
Must be proactive, have good judgment and decision-making skills.
WORKING CONDITIONS
Typical office environment; requires frequent use of a computer and therefore repetitive motion using a computer mouse and keyboard.
Requirements
QUALIFICATIONS
Experience: 3 to 5 years of related experience, preferably in an academic setting.
Education: High school education required. Bachelor's degree preferred.
