Faculty Affairs Admin II

Rochester, NY

GENERAL PURPOSE:

With latitude to exercise independent judgment and decision making, the Faculty Affairs Administrator works on behalf of the Dean, the Senior Associate Dean of Academic and Student Affairs, and the Associate Dean of Faculty Affairs to support collegiate academic and collegiate academic personnel operations for the School. Additionally, the Faculty Affairs Administrator serves as the primary steward of Eastman’s collegiate faculty data.

RESPONSIBILITIES:

Faculty Personnel Administration

  • Full-time Faculty

  • Support faculty searches

  • Review and finalize position description.

  • Advertise the position and obtain required HRMS posting.

  • Coordinate scheduling of final candidates and make their travel arrangements through the University-approved travel agent.

  • Issue community-wide announcements for finalist’s onsite interviews

  • Advise department assistants on the search process and assist with closing of HRMS posting by entering appropriate dispositions.

  • Coordinate all faculty hiring.

  • Advise Dean on contract language.

  • Collaborate with International Services Office and/or external law firm partner to manage process for international hires, ensuring completion of necessary paperwork for TN, H1-B, and O-1 visas or permanent residency as appropriate.

  • Contact new faculty members to coordinate onboarding process and provide all required hiring information.

  • Submit necessary PAF to HR and coordinate all systems access needs including NetID, HRMS access, DUO security, email, MyPath, UR Student, Blackboard, and Zoom

  • Facilitate faculty ID badge/coordinate website photo and bio.

  • Determine appointments requiring Provost or BOT actions and submit appropriate paperwork adhering to the set schedule.

  • Coordinate all faculty departures.

  • Complete PAF for departing or retiring faculty members.

  • Guide faculty through off-boarding process with HR

  • Create PAFs for all collegiate faculty actions. Ensure all transactions follow applicable policies and other regulatory requirements.

  • Part-time and TAR Faculty

  • Manage search process consulting with Associate Dean of Faculty Affairs and department chairs to determine departmental staffing needs each semester.

  • Compose position description and provide instruction to candidates for completion of HRMS posting.

  • Author contract, calculate duties to determine FTE and benefits eligibility.

  • Contact new faculty members to coordinate all onboarding process & relevant information.

  • Submit PAF 500 forms to ESM HR for approval & final submission.

  • Renew appointments and re-hire faculty returning for continued teaching.

  • Issue new contracts, adjusting duties and salary accordingly.

  • Serve as the primary advisor to the Associate Dean of Faculty Affairs for all collegiate faculty-related administrative matters.

Faculty Affairs

  • Coordinate completion of promotion and tenure cases

  • Monitor faculty promotion and tenure timelines, supporting the Associate Dean of Faculty Affairs when cases need to be launched

  • Coordinate with Provost’s Office to ensure deadlines are met

  • Communicate and advise academic department coordinators on compilation of case materials

  • Manage application process, PAFs & all related actions for faculty leaves of absence and Bridging Fellowships

  • Maintain records of Chair, Affiliate, Emeritus, Named Professor, and secondary appointments

  • Track appointment terms as needed

  • Complete paperwork as required by Provost/BOT

  • Submit appropriate PAFs and salary changes

  • Consult with the Associate Dean of Faculty Affairs on faculty disability and accommodation requests, work with HR to complete necessary Leave Administration forms

  • Ensure faculty compliance for assigned trainings, including MyPath onboarding, diversity training, faculty activity reports, conflict of interest annual statements, and any other University-assigned tasks

  • Document applied faculty teaching loads each semester and analyze over/underload status

  • Provide reports to deans as requested

  • Issue extra compensation for teaching overloads

  • Prepare reports for admissions office on expected teaching loads

  • Provide guidance to traveling faculty based on established Eastman and University guidelines

  • Inform on travel allowance based on home location and type of travel, ensuring compliance with University policy and regulated mileage rate

  • Manage collection of receipts/travel records

  • Complete reimbursement payment for expenses

Financial Management

  • Verify validity of academic payroll records and resolve discrepancies by comparing with personnel records, HRMS information, and salary letters

  • Monitor faculty salary budget for the Dean; track and monitor changes

  • Prepare and distribute annual salary letters for all full-time faculty

  • Work in close collaboration with Associate Dean of Faculty Affairs to review and obtain approval of faculty expense reports and charges made against ESM budget; ensure charges follow University and School policies

  • Complete SIRs, PCard transactions, ledger transfers, and other financial actions as needed

  • Monitor and track authorized faculty research support funds

Commencement/Graduation Ceremonies

  • Serve as Eastman’s representative to University’s commencement planning committee; manage Eastman’s involvement with University ceremony

  • Serve as project manager for Eastman’s graduation ceremony; work closely with Registrar’s Office, Advancement, Communications, Concert Office, and other offices/areas as appropriate to ensure smooth execution of this important event for students and their families

Data Stewardship

  • Manage all Eastman faculty data , ensuring it is up-to-date and accurate at all times

  • Respond to requests for information about Eastman-specific policies and procedures related to faculty

  • Coordinate annual accreditation updates and data requests for the National Association of Schools of Music

  • Manage annual reporting of faculty data to College Music Society

  • Create and manage ad hoc faculty reports as requested by the deans

  • Serve as Eastman’s representative for University-wide faculty data-related projects

  • Attend monthly meetings of the faculty affairs officers from across the University.

Awards

  • Organize and manage teaching awards and other recognition-related activities, including:

  • Faculty Years of Service recognition

  • Eisenhart Teaching Award

  • University-wide nominations for faculty awards such as the Edward Peck Curtis Teaching Award

Administrative Operations

  • Support deans by organizing meetings of the faculty, department chairs, and the Undergraduate Curriculum Committee; communicate agendas in advance of meetings; prepare minutes for distribution and archival storage

  • Maintain knowledge of Academic Affairs Office operations

Other duties as assigned

QUALIFICATIONS:

  • Bachelor’s degree in higher education or education-related field required

  • Master’s Degree and music experience preferred

  • Minimum of 5 years of experience in higher-education administration and management or equivalent combination of education and experience required

  • Strong organizational and communication skills, detail-oriented, independent, able to work with minimal supervision while balancing competing demands under strict deadlines, intermediate knowledge/experience using all Microsoft software required

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: $54,808 - $76,752 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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Location: Eastman School Music
Full/Part Time: Full-Time
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