Faculty Support Operations Specialist
Job SummaryThe Faculty Affairs Operations Specialist is responsible for maintaining and providing all demographic, personal, and statistical data on faculty, including generating various reports, completing surveys, and ensuring faculty data are submitted to payroll. This position serves as a backup for other administrative functions in the Office of the Vice Provost for Faculty.
Essential Duties and Responsibilities
- Serves as the liaison and department expert for Banner/Ellucian on the Banner interface, and other software that may be utilized by the Office of the Vice-Provost to collect, store, analyze and retrieve faculty data.
- Works with the Manager of Faculty Affairs to organize and staff the New Faculty Orientation annually; and ensures appropriate orientation of faculty hired mid-year, as well as other faculty workshops and events related to hiring, retention, and professional development of faculty.
- Serves as a functional user of the PeopleAdmin software to collect, analyze, summarize, and report faculty data.
- Maintains an accurate electronic spreadsheet with monthly hours worked and/or calculations for all part-time faculty for ACA purposes and to submit to the Office of Human Resources by established deadlines.
- Maintains faculty statistical data for the College regarding employment, demographics, position funding, salary, leaves of absence, sabbatical, grant funding, and fellowships, and other information as requested (digital faculty database system).
- Works with Human Resources and faculty to facilitate and track all faculty leaves.
- Monitors faculty supplemental pay information and communicate proactively with faculty concerning possible issues.
- Serves as back-up for performing background checks for new hires, and the management of the faculty recruitment budget and provides budget status, as requested by the Manager of Faculty Affairs, the Vice Provost for Faculty, or the Provost.
- Generates, reviews, and processes Electronic Personnel Action Forms (EPAF) in Banner or Personnel Action Form (PAF) for all part-time and full-time faculty actions that must be submitted to Payroll, in accordance with established processes and deadlines to include items such as entering budget codes, employment period for new hires and reappointments, separations, salary, leaves, etc.
- Serves as the expert user of Banner functionality and ensures that all faculty data is active and complete in Banner and identifies methods to streamline processing and maintaining of faculty data.
- Extracts full-time faculty and funding data from Banner and verifies data to ensure the timely processing of yearly renewal agreements for distribution, in conjunction with guidance from the Provost/Vice Provost and/or the Manager of Faculty Affairs.
- Serves as back-up for completing state unemployment claims by deadline, DOL separation notices, and timely processing of verifications of employment for faculty.
- Serves as a primary person contact for the processing of I-9 verification forms, and E-verify certification.
- Completes employee new hire/separation checklist for faculty rehires and separations for distribution to the notification team.
- Completes the Faculty Onboarding process, and serves as back-up for the completion of employee checklist for faculty new hires
- Communicates with Spelman Technology Services (STS), Human Resources, Budgets and Contracts, Payroll, Accounts Payable, and others, to ensure accurate record keeping of payroll, grant, stipend, and summer salary payments.
- Serves as back-up for monitoring and submitting items for payment from the Faculty Recruitment and Retention accounts such as invoices, purchase orders, interviewee reimbursements, relocation expenses for newly hired faculty members, and process invoices and check requests for the Faculty Affairs Team, as needed.
- Prepares various monthly, quarterly reports, and on-demand reports, as needed for internal and external requestors.
- Prepares monthly report of issues related to payroll (regular pay and supplemental pay) for review by the Manager of Faculty Affairs, the Vice Provost for Faculty, and the Provost, that identifies pay issues, the source of error, and its resolution.
- Assists in organizing and staffing the bi-annual Faculty Institutes, as needed.
- Reviews and identifies processes and procedures within the Office of the Vice Provost for Faculty that create greater efficiencies and shares with the Manager of Faculty Affairs and the Vice Provost for Faculty.
- May collect faculty survey data, as needed.
- Creates and maintains a complete paper/electronic document filing system for full and part-time faculty records/personnel files.
- Serves as back-up for tenure and promotion committee administrative support, and faculty immigration matters.
- Works with faculty and departments to process honoraria and stipends funded by Title III, Mellon, and other agencies, for budgets/grants/activities housed in the Office of the Vice Provost for Faculty.
- Must be willing and able to become an expert user in software used by the College or the Office of the Provost related to any of the roles and responsibilities of the Division of Academic Affairs, with the expectation of using that software as expected for the processes under the purview of the Office of the Provost, especially software used to store and manage faculty data, to keep faculty records up to date and generate reports.
Required QualificationsBachelor's degree is preferred and a minimum of three years of related experience, preferably in a higher education environment; or an equivalent combination of education and experience.
This position requires a strong customer service focus and excellent written, verbal, and time management skills. A professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Sufficient experience to understand the basic principles relevant to the major duties of the position including knowledge of personnel best practices, policies, and laws; knowledge of state and federal employment laws; knowledge of college pay and benefits processes; and knowledge of records retention practices required. Must be capable of effectively reviewing routine and non-routine information with internal and external customers. Must pay careful attention to detail. Must possess excellent problem-solving skills with the ability to collect, analyze, combine, and synthesize relevant information, review and apply policies and precedents, develop recommendations for program improvements and make effective decisions. This position requires strict confidentiality. Work requires fact-finding and compilation skills and the ability to perform a variety of tasks simultaneously with little or no supervision.
Ability to establish and maintain effective working relationships with College officials, faculty, staff, and others required.
Must possess good mathematics skills to make calculations and apply statistical or algebraic techniques in practical situations. Must be skilled in using computer equipment and modern software and capable of learning and applying for new software programs.
To perform this job successfully, an individual must have advanced computer skills using Microsoft Office Suite (Word, Excel, PowerPoint) which includes typing basic letters, memos, and e-mails, plus creating documents such as mail merges, flyers, spreadsheets with formulas, forms, reports, and must have the ability to perform internet searches.
Preferred QualificationsBachelor's degree is preferred
Certifications, Licenses, RestrictionsNA
Physical DemandsWhile performing the duties of this job, the employee is regularly required to: use hands to handle office supplies and operate computers and other office equipment, talk, sit, walk, and hear. The employee is frequently required to: reach with hands and arms, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.
Full Time/Part Time: Full-time
Posting Number: SC0453P
Open Until Filled: Yes
COVID-19 Testing and Vaccination ProtocolDue to the current pandemic, Spelman College has instituted a COVID-19 PCR Based Testing requirement. You will need to provide a negative COVID-19 PCR test result from an FDA-approved test conducted by a testing site run by a local or state health department or conducted through a licensed health care provider ("Credible Facility") within 5 days of the start date. Provided the facility is credible, you may take the test at a facility of your choice to be paid for by you. The college does not reimburse for this expense. The results will need to be submitted to Yemi Brown, Manager of COVID 19 Operation, at email@example.com,cell 832-466-4448 at the start of your first day.
Also, due to the heightened risk of contracting COVID-19 in an unvaccinated population and the spread of new variants, Spelman College is requiring COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes or are otherwise present on campus. You will need to submit proof of your full vaccination and booster to Yemi Brown at the start of your first day.
It is our hope to minimize transmission of the coronavirus in the workplace and academic setting by requiring occupational protection such as requiring face masks to be worn properly, requiring social distancing, and continuing to encourage frequent handwashing; thereby minimizing the potential transmission of COVID-19 to members of the campus community.