Faculty Affairs Administrator Supervisor

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

26 Gibbs Str, Rochester, New York, United States of America, 14604

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

300006 ESM Academic Affairs

Work Shift:

UR - Day (United States of America)

Range:

UR URG 110

Compensation Range:

$60,431.00 - $84,603.00

Responsibilities:

GENERAL SUMMARY
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 academic and academic personnel operations for the school. The Faculty Affairs Administrator serves as the primary steward of Eastman’s faculty data, manages all aspects of faculty personnel administration, and oversees the implementation of all faculty-related policies across the school. Additionally, the Faculty Affairs Administrator supervises the academic department coordinators across the school, ensuring their work of supporting the faculty is done at a high level. Finally, the Faculty Affairs Administrator supports the operations of the Office of Academic Affairs, serving as a resource for departments and individuals across the University.

ESSENTIAL FUNCTIONS

Faculty Personnel Administration

• Full-time Faculty
  • Support faculty searches
    • Review and finalize position description
    • Advertise the position and obtain required myURHR posting
    • Manage the scheduling of final candidates and make their travel arrangements through the University-approved travel agent
    • Deliver community-wide announcements for finalist’s onsite interviews
    • Advise department assistants on the search process and assist with closing of myURHR posting by entering appropriate dispositions
  • Manage all faculty hiring processes
    • 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 tasks to HR and coordinate all systems access needs including NetID, myURHR 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
  • Complete tasks 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 myURHR posting
  • Author contract, calculate duties to determine FTE and benefits eligibility
  • Contact new faculty members to coordinate all onboarding process & relevant information
  • Submit tasks 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 faculty-related administrative matters

Faculty Affairs

• Manage the 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, tasks & all related actions for faculty leaves of absence and Bridging Fellowships
• Manage the records of Chair, Affiliate, Emeritus, Named Professor, and secondary appointments
  • Track appointment terms as needed
  • Complete paperwork as required by Provost/BOT
  • Submit appropriate tasks 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

Supervision of Department Coordinators

• Serve as the supervisor for four department coordinators who operate in a centralized administrative services model; ensure faculty are receiving appropriate support and high-quality customer service by managing day-to-day workflows for each of the coordinators

Financial Management

• Verify validity of academic payroll records and resolve discrepancies by comparing with personnel records, myURHR 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
• Complete SIRs, PCard transactions, ledger transfers, and other financial actions as needed
• Monitor and track authorized faculty research support funds

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
• Manage the 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
• Actively participate in monthly meetings of the faculty affairs officers from across the University.

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
• Oversee ESM Secondary Lesson Program; provide directional leadership, coordinate with relevant ESM and RC staff, monitor enrollments, provide guidance and communication to instructors, address student and instructor correspondence, and maintain proper records.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• A bachelor’s degree in higher education or an education-related field required
• Master’s Degree and music experience preferred
• Minimum of 3 years of experience in higher education administration and management or equivalent combination of education and experience Required
• At least 5 years of relevant experience preferred

KNOWLEDGE, SKILLS AND ABILITIES

• 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 an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.