Essential Functions |
Recruiting • Maintain information on recruitment sources and together with the committees and the Dean, research and develop new sources. • In collaboration with the Academic Deans, Graduate Directors, and committees, research, draft, edit, and place recruitment announcements for faculty openings. • Create and update an annual faculty hiring timeline for all faculty recruitments to be used as the central source for monitoring hiring activity throughout the year. • Function as the institutional contact for faculty applicants. • Advise faculty applicants and committee members of applicable hiring laws, rules, policies, and faculty hiring requirements. • Assist in developing, evaluating, revising, and implementing faculty hiring policies and procedures. • Maintain and respond to general inquiries and application correspondence. • Create and update the position announcements on the faculty hiring web page. • Coordinate applicant materials and files for faculty committee reviews. • Create and maintain spreadsheets, reports, and forms for tracking applicant information. • Update and prepare faculty hiring guidelines to be shared with committees for the next year.
Interviewing • Advise and assist hiring committees with rating procedures, itinerary arrangements, and interview procedures. • Assist hiring committees attending recruitment conferences with travel arrangements and expenses, scheduling interviews, and scheduling interview space. • Schedule faculty applicant interviews and plan itineraries in consultation committees. • Arrange for and facilitate candidate on campus visit, including working both during and outside of normal working hours. • Publish and distribute itineraries and announce candidate’s presentations to the campus community. • Coordinate on-site support for interviewee and hiring committee during planned interview days (e.g., itinerary changes, hospitality, tours of local area, etc.) • Verify faculty candidate academic credentials. • Coordinate with Provost Office when candidates have been approved for employment sponsorship. • Monitor and facilitate the hiring process within the applicant tracking system with hiring stakeholders (i.e., Dean, Directors, Committee Chairs, Budget Manager, etc.) and manage closing of hiring posting.
Onboarding • Assist new faculty directly upon arrival to the college, including initiating paperwork necessary to set-up in internal systems and connecting new faculty with offices and resources, including Payroll for W-4, direct deposit, and benefits; Academics and IT for computer, equipment, and office space; Registration & Records for Evergreen ID); Parking, etc. • Coordinate reimbursements for moving expenses by tracking award to each faculty, collecting receipts, and completing official moving paperwork to process reimbursements. • For each new faculty member, initiate employee creation in the college’s integrated information system (Banner), create new identification number, verify and enter faculty degree, enter Affirmative Action information, identify employee as a faculty member for curriculum identification. • Deliver completed I-9 to Human Resource Services. • Communicate new faculty information to the Academic Deans, Deans Staff, Provost’s team, and Academic Budget Staff after information is entered into Banner. • Maintain recruitment files in accordance with state records retention rules and return unique items (e.g., books, pictures, art samples, etc.) to applicants when recruitment is complete. • Provide housing option information to new faculty. • Assist the Dean of Faculty Hiring and Development in planning and coordinating the orientation events for new faculty, includes editing and compiling materials, providing travel support, scheduling space, providing equipment, and making other logistical arrangements. • Coordinate faculty hiring and affirmative action reporting with Institutional Research and Human Resource Services.
Budget and Systems Administrative Coordination • Act as the primary contract manager for Faculty Hiring for the contract with the Applicant Tracking System vendor, PeopleAdmin. • Regularly coordinate with Human Resource Services, Payroll, and the Academic Budget Office regarding internal hiring procedures and systems. • Update the Faculty Hiring website. • Monitor the faculty hiring, advertising, and development-related budgets (~$100,000 per year). • Initiate payment for expenditures associated with faculty hiring, including reimbursement for candidates and other interview participants for interview expenses. • Use the hiring procurement cards (P-cards) to make purchases, track and maintain monthly P-card expenditures, and send reports to the Purchasing Office. • Create and track purchase orders to pay vendors for advertisements and accommodations.
Faculty Relations • Coordinate the exit process for the different faculty contracts at Evergreen. • Coordinate the development and maintenance of the faculty personnel information, Faculty Directory, and Development webpages. • Collect, edit, and publish the faculty quarterly notes. • Support the development and maintenance of the institution’s relationship with the Retired Faculty of Evergreen, following the standards for retired faculty. • Provide faculty with information on how to submit a request for reasonable accommodation and make purchases, arrangements, etc. as directed for approved accommodations.
Faculty Reviews and Training • In coordination with the Dean of Faculty Hiring and Development, plan required training and development opportunities, including coordinate production of the program, plan and pay for meals and refreshments, schedule rooms, and coordinate transportation, signage, and equipment. • Provide coordination of the Five Year Review process for continuing faculty annually.
Deans Administrative Support • Regularly provide administrative support to Dean of Faculty Hiring and Development by performing duties, such as managing their calendars, scheduling meetings, processing travel arrangements and reimbursements, monitoring desk budgets, taking minutes, routinely provide training and advice regarding hiring systems, policy, and procedures, etc. • Act as Dean’s liaison with campus community and the public by intercepting problems/issues related to incoming faculty (i.e., space and equipment needs, communication with faculty, staff, and students, etc.) and any other issues related to the Dean’s assigned desk duties. • Represent the Dean of Faculty Hiring and Development, and in some cases, facilitate faculty hiring or academic project meetings on behalf the Dean.
General Deans Area Support • Document and maintain updated tasks and timelines associated with recruitment, hiring, orientation of faculty, faculty contract and personnel file management, faculty development, Dean administrative support, faculty personnel management, and Deans Area support. • Assist other support staff with desk duties during peak times and during absences. • Some duties may rotate between support staff in the Deans Area, when capacity allows. • Participate regularly within Deans Area both in Dean/Staff and Staff meetings. • Participate on search committees to hire staff, deans, and directors, when time permits. • Participate on college committees, as a unit or division representative, when time permits.
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Knowledge Skills and Abilities |
Technical • Knowledge of federal and state laws and human resource rules, policies, regulations, and procedures, including non-discrimination, affirmative action, confidentiality, pre-employment inquiries, etc. • Knowledge of recruitment, hiring, and onboarding practices and procedures. • Knowledge of higher education academic issues, policies, practices, and support systems for students and staff. • Skill in and ability to use standard office equipment, PC and Mac operating systems, and a variety of programs/software, such as Microsoft Office (i.e., Word, Excel, Outlook, and PowerPoint), applicant tracking system (PeopleAdmin), integrated information system (Banner), Wiki tools, and website content management tools. • Skill in and ability to track and maintain budget and other financial records and information, including using electronic purchasing systems. • Ability to provide technical assistance to faculty in the set-up and use of media equipment (e.g., conference telephone, overhead projector, slide projector, recording devices, speaker phones, VCR’s and data projector). • Ability to provide administrative support to a dean, including drafting correspondence, managing appointments and calendar, and providing initial in-take from students, faculty, and staff expecting to meet with the Dean. • Skill in and ability to compile information and data. • Knowledge of and skill in internet/basic research. • Excellent written communications skills, including editing, writing, and proofreading. • Ability to create and maintain multiple electronic and paper information files. • Ability to understand, interpret, explain, and apply rules, policies, and procedures. • Ability to work occasional evenings and/or weekends. • Ability to provide transportation.
Behavioral • Demonstrate self-motivation, independent initiative, positive attitude, flexibility, and sensitivity to the perceptions of others. • Ability to work independently in organizing, planning, and prioritizing work, setting timelines, and meeting deadlines. • Ability to maintain a high degree of confidentiality. • Ability to work collaboratively in a team setting and effectively interact with a diverse staff, faculty, students, parents, college administrators, and the public. • Possess a high degree of accuracy and attention to detail. • Ability to solve problems creatively and collaboratively. • Possess and display a high degree of diplomacy. • Excellent interpersonal, verbal communication, customer service, and public relations skills. • Ability to establish and maintain good working relationships with other areas and employees on campus.
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