Faculty Affairs Coordinator (15458)

District of Columbia, United States
Salary Not Specified
Jul 19, 2021
Employment Type
Full Time


The Faculty Affairs Coordinator provides personnel, data management, reporting and administrative support for approximately 200 faculty members, from recruitment and evaluation to separation. The position ensures compliance with employment authorization and visa issues, in collaboration with the Office of General Counsel and the Office of International Student and Scholar Services. Additionally, the position oversees the faculty affairs systems (FileMaker), webpage and faculty affairs communications systems. This position ensures accuracy in all faculty personnel matters, supports the Associate Dean for Faculty Affairs in strategic initiatives including inclusion and diversity, and manages faculty development projects, strengthening the School’s scholar teachers and providing a locus for faculty focus.

Essential Functions

1. Manage faculty appointments, reappointment, tenure, and promotion processes: Manage the timely processing of all new full-time and part-time faculty appointments and continuing faculty reappointments. Liaisons with HR staff and DAA’s office to ensure documents are completed in a timely mannerwhile ensuring compliance with university policies including work authorization issues. Manage and drive thecollection of appointment materials, promotions, tenure cases, and reappointments from start to finish, including the assembly of files and interpreting policies and processes for SIS faculty and Associate Dean. Generate FARS reports, collect necessary date, and coordinate with full-time faculty committees to facilitate annual merit process. Works closely with the Office of Financial Operations team on the tracking of faculty budgets including the tracking of new hires, resignations, reappointments, and leaves. Drafts and distributes reappointment letters to part-time faculty in regard to their course assignment, appointment length, and payrate. Maintains and safeguards the confidentiality of all Faculty Actions files and monitors the integrity of all Faculty Affairs Systems data. Ensure timely and effective knowledge sharing/communication in faculty affairs teamwork, team building, and team change initiatives.

2. Data Management, Analysis and Reporting: Manages all activities related to the implementation, development, training, and usage of FileMaker. Keyresponsibilities include: system management and analytics, devising and implementing UX (user experience) and UI (user interface) for all end users. Orchestrates data collecting, data cleaning, and generation of teaching loads,teaching payments, and leave reports to share with SIS Office of Financial Operation and SIS Course Scheduling. Provides the Associate Dean for Faculty Affairs with descriptive and predictive reports for more informed decisionmaking based on analytics. Develops an operational project management system for the Associate Dean of Faculty Affairs. Delivers an analytic diagnosis of qualitative and quantitative reports for faculty affairs projects. Updates and maintains SIS Faculty Affairs’ website. Manages all SIS Faculty records and compliance. Provide reports on faculty teaching loads, course evaluations, and merit as requested by the Dean and the Senior Associate Dean Faculty Affairs. Creates FAQ section on the SharePoint to increase efficiency when processing faculty actions. Updates and maintains forms, policies, and procedures on the SharePoint for full-time and part-time faculty.

Essential Functions (continued)

3. Administrative Support: Serves as the first point of contact for the Faculty Affairs office. Provides key support to the Associate Dean for Faculty Affairs and various Faculty Affairs projects, including: data analysis, memo, report writing, and strategic initiatives not limited to inclusion and diversity. Manages the part-time employee who overseas the data-entry, tracking system, paper and electronic faculty affairs records, and file organization. Initiates teaching payment E-actions for faculty members and share the information SIS IR online, SIS OFO, and SIS course scheduling. Coordinates a wide range of processes that serves the needs of all faculty. Manages the ADFA calendar. Monitors and tracks the office expense budget. Coordinates key faculty events throughout the year, including faculty orientations, luncheons, meetings, and other special events to strengthen the relationship with faculty. Additional and special projects as assigned by the Associate Dean of Faculty Affairs or as requested by the Dean.

4. Research Assistant Assignment: Manages the research assistant assignment system while creating a solution of a move efficient, cohesive, and holistic program that will benefit the faculty and research assistants. Administer research assistant orientation.

5. Faculty Development, Support Awards, and Leaves: Coordinates faculty development projects such as FARS workshops, promotion workshops, reappointment workshops, teaching evaluations workshops, strengthening the school’s scholar teachers program, and providing the locus for faculty focus. Maintains appropriate records to track awards. Provide support and data for faculty awards. Tracks and assembles files for Junior Faculty Teaching Release and sabbaticals to ensure records are complete, accurate, and interdepartmental communication is successfully relayed.

6. Faculty Searches, Onboarding, Orientation: Manage all aspects of the faculty search process, including posting of jobs, collecting applicant demographic data, scheduling conference interviews, interacting with candidates on the shortlist, arranging transportation, coordinating campus visits, tracking activities, and processing reimbursements. Coordinating all hiring and onboarding of full-time and part-time faculty. Developing a centrally located reference guidebook for full-time, part-time, and visiting scholars. Working closely with the ISSS office, the general counsel, DAA’s office in the procurement of visas (i.e. H1B and J-1). Ensures proper completion of new hire paperwork. Coordinate with IT department and facilities management team for needed equipment.

Position Type/Expected Hours of Work
  • Non-Exempt
  • 35 Hours/ Week
  • Coordinator/ Analyst B

Required Education and Experience
  • Bachelor's degree
  • 3-5 years of relevant experience
  • Progressively responsible administrative or human resources experience is required, preferably in higher education.
  • Strong organizational skills, interpersonal and intercultural skills are required.
  • Outstanding written and oral communication skills are a must.
  • Attention to detail and an ability to set and meet priorities are a must.
  • Ability to adjust to changing priorities and ability to successfully manage multiple projects simultaneously required.
  • Must be able to take initiative, prioritize, and complete work with minimal supervision in a fast-paced environment.
  • Advanced computer proficiency a necessity, including knowledge of building and manipulating spreadsheets in Excel, creating and editing presentations using PowerPoint, and the ability to conduct Internet research.
  • The successful candidate must be able to maintain confidential information in a professional manner.

  • Click here to learn about American University's unique benefit options

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American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

Nearest Major Market: Washington DC

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