Asst Dean, Faculty Affairs

Rochester, NY

GENERAL PURPOSE:

The Lead Faculty Affairs Administrator position is the senior staff position for all matters related to faculty personnel and the Faculty Affairs team supports all of the departments in the school.

In general, using independent judgment and experience, the Lead Faculty Affairs Administrator:

  • Understands, interprets and advises faculty and academic administrators on a wide range of School and University policies and procedures.

  • Coaches and guides academic professional staff and faculty leaders across the school.

  • Prepares, maintains and disseminates information related to on-going faculty personnel matters.

  • Represents the Dean on University committees related to faculty affairs.

  • Acts on behalf of the Dean in providing advice and making recommendations on appropriate courses of action.

  • Reviews current business practices, identifies areas for improvements, recommends new policies, and implements new processes

With limited supervision from the Dean and assistance from the Associate Dean, the Lead Faculty Affairs Administrator is responsible for current processes and programs in faculty affairs and oversees the work for compliance with university policies. Core processes include faculty recruiting and hiring; faculty reappointment reviews and processing; promotion and tenure file processing; faculty leave requests; and faculty activity reports. The ideal incumbent will be a seasoned expert who uses specialized knowledge and skills acquired through prior roles in academic or faculty affairs in leadership positions. This individual will also organize the work of two administrators of faculty affairs.

JOB DUTIES AND RESPONSIBILITIES:

Faculty Appointments

  • Identifies and implements appropriate options for faculty appointments including initial hire, reappointment, tenure, promotion, retirement, termination, and salary increases for faculty and all other non-staff personnel in accordance with the UR Faculty Handbook.

  • Responsible for Faculty Affairs processes and programs including but not limited to, faculty development and mentoring; well-being and resilience; emeritus appointments; appointments, reappointments, promotion, and tenure; inclusion and diversity efforts.

  • Leads and directs department chairs and other administrators to ensure that actions are implemented according to protocol and on a timely basis.

  • Collaborates with the Provost’s Office and other administrative offices throughout the University to ensure actions are processed properly.

  • Composes and prepares Board of Trustees resolutions for the Dean relative to faculty personnel matters.

  • Leads, directs and reviews the faculty recruitment and hiring process through managing the internal team and interfacing with department chairs and administrators.

  • With a complete and thorough understanding of recruitment and reimbursement policies, ensures that departments adhere to university policies.

  • Serves as the lead resource in developing and implementing equitable and inclusive practices in faculty hiring.

  • Approves credentials for all faculty hires. Oversees maintenance of records for all faculty searches.

  • Oversees and approves faculty appointment and reappointment letters and related documentation in partnership with the Dean and Associate Dean.

  • Supports and advances faculty development and onboarding. Oversees onboarding of new faculty members in collaboration with Associate Vice Provost for Academic Equity.

  • Serves as the lead resource in administration of faculty leaves of absence. Reviews all leave applications to ensure that they comply with policies and requirements; works directly with academic chairs to fulfill requirements and advises the Dean and Associate Dean on the proposed leaves.

  • Serves as the lead resource in administration of endowed professorship appointments and reviews. Reviews all endowed professor portfolios to ensure that they comply with policies and requirements; works directly with the Faculty Council review committee to fulfill reviews and advise the Dean on the proposed reappointments.

Policy and Compliance

  • Oversees the administration of the online Faculty Activities Reports to all tenure-track faculty.

  • Identifies areas for improvement on the report and serves as project manager to implement these changes.

  • Administers the Chair Evaluation Reports and Chair Annual Reports.

  • Serves as primary liaison and responsible individual for employee benefits as they relate to all faculty appointments.

  • Works with Legal and HR to understand numerous and undefined problems and issues faced by the Dean, Associate Dean and Department Chairs, and implements recommended strategies and solutions in contracts and personnel actions that are consistent with the current guidelines.

  • Serves as primary liaison between the Dean, academic departments and International Services Office on all faculty matters related to labor certification.

  • Provides oversight on policy direction for Faculty Affairs to include development and review; faculty communications; annual conflict of interest survey, faculty annual reviews, awards and honors, and all other faculty matters.¿20%

Reporting

  • Serves as the primary liaison for university-wide projects that impact the School, such as Interfolio, (Faculty Information System), a university initiative to create a comprehensive faculty database (appointments, promotions, salary increases, leaves) and updated HR system, “MyURHR.” This role includes working with the Provost’s office, IT, other schools and UR leadership on workflow processes, assigning security access and roles, and developing reports. Oversees maintenance of accurate appointment data for all faculty including accurate records with regard to appointment terms and end dates for tenure track and instructional track faculty.

  • Supervises gathering and interpreting data to determine programmatic needs and advises the Dean on programs and approaches that advance the School’s strategic needs for faculty. In partnership with the Dean or Associate Dean, directs the development, and manages, faculty data management and reporting systems. Ensures data confidentiality, quality control and integrity. Delivers accurate and comprehensive faculty data internally, and to external organizations. Manages data and analytics related to faculty engagement, recruitment, and retention and, in collaboration with leaders across the university, provides information and services that integrate efforts across all parts of the Dean’s Office (including education, research), and wider institution.

  • Performs annual faculty hiring surveys of departments and works closely with the Dean’s senior leadership teams to assess and prioritize hiring plans.

  • Generates HR/affirmative action audit report each year, monitors compliance with affirmative action coding and the closing of all searches.

  • Reviews report for accuracy and works with individual departments/programs to ensure searches are coded and closed appropriately.

  • Prepares ad hoc data reports on faculty as needed. (faculty by rank/discipline, listing of honors/awards, etc.). 20%

Faculty Committees

  • Provides oversight of executive level administrative support to the chairs of the following committees: Faculty Council (including the Steering Committee) and Cabinet of Department Chairs.

  • Attends all Faculty Council meetings (including Steering committee) and keeps detailed record of discussions, decisions and matters needing action. Participates in discussions, prepares comprehensive summaries of meetings and oversees distribution to appropriate constituents.

  • Serves as the senior staff to the Chair of the Faculty Council Steering Committee. Ensures that Steering Committee follows guidelines in Faculty Handbook including those of the election process. Oversees tracking of all faculty appointments on a variety of committees and identifies expiring appointments; brings to attention of committee chair for renewal or new appointment.

  • Reviews and analyzes recommended changes by the faculty for their impact to the Faculty Rules and Regulations and advises the Dean and Associate Dean on the impacts of the proposed changes. Maintains

  • Faculty Rules and Regulations based on approved changes and revisions from Faculty Council discussions. 10%

General Administration

  • Serves as a primary resource for the Dean, associate deans, department chairs, departmental administrators regarding policies, guidelines and practices for faculty related matters.

  • Collaborates with others in the University for additional guidance and support; serves as an interface for multiple contacts (Provost, Legal, ISO, HR, Finance, etc.).

  • Supervises, develops and mentors staff members in Faculty Affairs

  • Has primary responsibility for hiring, firing, performance decisions, and rewards decisions for assigned staff members in Faculty Affairs

  • Serves as primary contact for the Provost’s Office for all faculty matters, provides the Provost’s Office feedback on Academic Center policies, processes and procedures. 5%

Other duties as assigned. 5%

QUALIFICATIONS:

  • Bachelor’s degree required.

  • Master’s or doctoral degree preferred.

  • 8+ years of experience in higher education administration required.

  • Having the ability to handle multiple priorities under deadlines while maintaining a high level of professionalism and attention to detail is of the utmost importance required.

  • Ability to work independently and maintain confidentiality.

  • Excellent written, verbal communication and interpersonal skills required.

  • Experience building long-term professional relationships required.

  • Managing data and reports using Interfolio, Workday Human Resource Management, Microsoft 365 and Qualtrics preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $84,718 - $127,088 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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