Faculty Employment Specialist

Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Position Details

The Office of Academic Affairs is responsible for supporting the teaching and research mission of Wesleyan University. Led by the Provost and Senior Vice President for Academic Affairs, the office is a team of eleven including the Academic Deans, and the Office of Institutional Research. In particular, the team supports the hiring of continuing and visiting faculty, whose teaching, advising, and scholarship brings the academic program to life.

Reporting to the Associate Provost for Budget and Personnel, the Faculty Employment Specialist manages the employment processes for visiting faculty and maintains personnel documents related to all visiting faculty including post-doctoral fellows, visiting scholars, foreign language teaching assistants, and other categories. The office typically hires approximately 50 visiting faculty a semester some of whom are rehires.

The faculty employment team includes and other Faculty Employment Specialist who manages the employment processes all tenure-track and long-term faculty. The two specialists work together and provide mutual backup.

This position will collaborate with various departments such as Finance, the Registrar’s Office, Human Resources, Payroll, and all academic departments.

Responsibilities include:

Collaborate with the Associate Provost, Academic Deans and Department Chairs on the initial department requests to hire.

Conduct and store background checks.

Generate letters of appointment.

Create and update confidential personnel files.

Create and maintain confidential employee data and records in the PeopleSoft system ( HRMS ).

Implement the visiting faculty compensation process in HRMS for annual, monthly, and one-time payroll.

Implement additional pay and pay variances for staff and visiting faculty.

Implement overload payments for tenure-track and long-term faculty.

Assist Associate Provost with the visa process for visiting faculty and maintain immigration records.

Coordinate regularly with Finance to ensure that pay schedules and variances, as well as job, account, and benefit codes reconcile.

Coordinate with Human Resources, Benefits, and Payroll regarding relocation allowances, benefit eligibility, and I-9 verification.

Provide confidential teaching evaluation reports to visiting faculty, chairs, committees, and Deans as needed.

Provide faculty information for the University Catalog and WesMaps.

Other duties as assigned.

Minimum Qualifications

Bachelor’s degree and a minimum of five years of professional experience or an equivalent combination of education training and experience.

Previous experience managing data in an HRMS system.

Proven ability to provide superior customer service and responsiveness to employee requests/needs.

Demonstrated ability to handle multiple tasks in a professional and timely manner.

Demonstrated experience working in a fast paced office.

Advanced MS Word, Excel, Outlook and PowerPoint skills.

Proven database management skills.

Strong diplomatic and interpersonal skills.

Proven ability to handle confidential information with discretion and tact.

Strong organizational skill and attention to detail.

Demonstrated ability to exercise independent judgement.

Demonstrated commitment to work within a diverse environment and interact openly with individuals of different backgrounds.

Preferred Qualifications

Experience with PeopleSoft.

Experience managing projects.

Knowledge of various types of visas.

Special Instructions to Applicants

Application close date is April 18, 2021

Additional Information

Any and all offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening to the satisfaction of Wesleyan University

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504, or any other non-discrimination policies should be directed to: Alison Williams, Vice President for Equity & Inclusion/ Title IX Officer, 860-685-3927, awilliams@wesleyan.edu.