Faculty Relations Specialist II (Temp)

TYPE OF SUPERVISION:

Receive general supervision from the Director, Faculty Approvals.

• General Supervision — indicates that the incumbent performs a variety of duties; some of which may be complex duties within established policy guidelines; and receives occasional supervision.

POSITION DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Recruiting and Onboarding

• Coordinates the posting of open positions for Faculty and Adjunct Faculty in Workday, including reviewing position descriptions, creating new requisitions, and closing requisitions as needed.

• Monitors candidate workflow on open requisitions and supports Deans and faculty recruiters by responding to candidate questions, conducting reference checks, and drafting offer letters and contracts.

• Facilitates the onboarding process for new Faculty and Adjunct Faculty by assisting with system access requests, auditing new hire paperwork, and collecting required records from new hire.

• Provides training to new Faculty and Adjunct Faculty on various system access and commonly used sites, including training access, timesheet entry, SharePoint, and location of University policies and resources.

Approval and Administration

• Coordinates and assists with the approval process for Request for Teaching approvals (RTA) by answering questions, processing blanket approvals/changes, routing, and final communication.

• Updates various systems when an RTA is approved.

• Makes updates to records such as, adding/removing holds, updating CVs, and adding new transcripts.

• Processes terminations in systems and assists in collecting University equipment.

Updating Faculty Records

• Runs reports and inspects Faculty records across systems to ensure records align and investigates anomalies.

• Maintains and reviews Faculty and Adjunct Faculty pay records, checking that allowances are added at the beginning of each session and any extra pay is added, based on the contract.

• Creates and runs necessary reports to audit Adjunct Faculty time entry bi-weekly to identify missing timesheets and those who have submitted timesheets incorrectly.

• Communicates with Adjunct Faculty when corrections are needed to a timesheet and collaborates with Payroll and Human Resources to make any needed corrections.

• Develop training tools such as job aids and videos to support timekeeping tasks

• Responds to faculty data reporting inquiries from a variety of departments including IR, IT, Academic Administration, etc.

• Ensures quality and functionality of systems by completing thorough user testing of new features, enhancements, and bug fixes.

Other Duties

• Perform other duties, as assigned

POSITION SPECIFICATIONS AND REQUIREMENTS:

EDUCATION, EXPERIENCE, CERTIFICATION AND/OR LICENSES:

• Bachelor’s degree or an equivalent combination of education and experience

• Minimum two years of previous related experience, such as: customer service, human resources, and/or administrative services.

Desired

• Demonstrated ability to successfully perform Faculty Relations Specialist I duties

• Previous experience working in higher education; Knowledge of UMass Global University policies and procedures.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong customer service skills

• Outstanding interpersonal and active listening skills along with an analytical and critical thinking ability to interpret and respond appropriately to diverse groups of people in various situations

• Ability to communicate clearly and concisely with tact and diplomacy in all oral and written communications

• Ability to work effectively in a team environment and participate to get the job done, while continually focusing on the needs of campus

• Ability to exercise appropriate personal initiative and accountability

• Ability to handle sensitive information in a confidential manner

• General familiarity working in database systems including data entry, queries and running reports

• Ability to create reports using advanced excel knowledge including graphing, tables, charts, calculations, automation, vlookup, and pivot tables.

• Proven ability to execute instructions accurately and in a timely manner

• Strong administrative, organizational, and prioritization skills

• Knowledge of University policies and procedures is desirable

• Ability to accurately perform key mathematical functions (e.g. addition, subtraction, multiplication, division)

Desired:

• Knowledge of Banner, LMS platforms (Blackboard a plus), and/or Workday database systems.

Machines, Tools, Equipment, Electronic Devices and Software: Intermediate level experience in Microsoft Office Word, Excel, Outlook. Ability to effectively use scanning and video conferencing technology. General familiarity working in database systems, including data entry, queries and running reports.

Contact with Students: Occasional

Contact with Faculty and/or Staff: Frequent

Contact with Community and Vendors: Occasional

SPECIAL REQUIREMENTS:

Working conditions are normal for an office environment. Position may be required to work flexible hours particularly given campuses’ extended hours of operation and may require occasional weekend and/or evening work. Applicants for this position are subject to a background check and a criminal history review.

This position is Temporary. The hiring range for this position is $19.00 - $22.00 per hour. Offers are determined by a variety of factors, including but not limited to geographical location, knowledge, skills, years & depth of experience, and equity with internal team members.