Student Affairs

Manager for Faculty Affairs

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Santa Clara University

Santa Clara, CA United States

Position Purpose

The Manager for Faculty Affairs develops, manages, and executes processes and workflows related to faculty hiring and appointments, faculty promotion and evaluation, research initiatives, sabbatical and other leave applications. This position is responsible for communicating guidelines and deadlines as they relate to recruitment, hiring, appointment, evaluation, promotion, review, grant deadlines and developmental leave. The Manager is responsible for the implementation and management of various electronic platforms to meet the needs of the Provost Office. The Manager also assists in managing programs related to Research and Faculty Affairs.

Essential Duties and Responsibilities

Serves as a key resource in the development and maintenance of the University's human resource and financial management information system.

  • Assists in the development and maintenance of processes and workflows related to faculty recruitment, hiring, appointment, compensation, and termination in the Workday system.
  • Assists in the development of new business processes related to faculty with a focus on testing and troubleshooting
  • Helps implement semi-annual Workday technical upgrades related to faculty hiring, appointment, and compensation by entering, reviewing, and troubleshooting test cases
  • Facilitates the recruitment process: assists with job requisitions, moving applicants through the workflow, hiring of applicants, troubleshooting for applicants, and onboarding task completion
  • Facilitates promotions, reappointments, summer assignments, position changes, terminations, sabbaticals, and additional Workday processes
  • Leads faculty time tracking processes, facilitates training sessions for assistant deans and faculty, and addresses any issues that arise
  • Meets weekly with Assistant Deans to identify any issues with Workday business processes and develop solutions to enhance workflow
  • Develop ad-hoc reports to analyze data trends
  • Audit payroll calculations as needed
  • Manage adjunct time-tracking training and payroll reports
  • Serves as a resource to troubleshoot transactions related to faculty business processes
  • Annually update policies and procedure documents related to faculty hiring and appointments

Manage faculty evaluation and promotion processes within electronic management system (Faculty180) including: tenure and promotion process, mid-probationary review, lecturer reappointment, senior lecturer promotion, and annual review process for all faculty.

  • Creates annual workflows in Faculty180 working with the senior business analyst for faculty affairs and the faculty specialist
  • Establishes and communicates calendar standardization for all processes
  • Creates user documentation for all processes
  • Updates and distribute guidelines and instructions
  • Trains faculty and evaluation committees on faculty activity report processes
  • Manages communication within the system Serves as the secondary system administrator for Faculty180
  • Prepares and run reports, as needed by the Provosts Office and other offices
  • Ability to advise faculty on established processes and procedures, typically without guidance
  • Manages database within Faculty180

Manage sabbatical and junior faculty development leave processes within electronic management system (Faculty180)

  • Establishes annual workflows in Faculty180 working with the senior business analyst for faculty affairs and the faculty personnel specialist
  • Establishes and communicates calendar standardization for all processes
  • Updates and distributes guidelines and instructions
  • Manages communication within the system
  • Serves as the secondary system administrator for Faculty180, prepare and run reports, as needed

Manage web interface and communication of Faculty180 information for all faculty

  • Creates and implements processes for faculty webpages
  • Creates and provides reports and date to the website
  • Advise faculty on all issues or questions related to Faculty180 processes

Support the Faculty Affairs Committee and the Subcommittee of the Faculty Affairs Committee

  • Schedules and attends meetings, drafts minutes, prepares research analysis to support decision-making on key faculty affair issues

Establishes and executes internal grant processes in electronic grant management system (InfoEd)

  • Develops InfoEd grant system for internal grant processes
  • Works with other University centers to synchronize all internal grants to InfoEd
  • After such, evaluates possibility of university-wide implementation
  • Creates a review workflow
  • Creates a standardized notification and calendar system alerting those eligible, committees and review
  • Establishes communication interface with Faculty180
  • Streamlines notification, review and award process
  • Carefully monitors the details and quality of Faculty180 processes and Reports

Oversee intellectual property management

  • Develops, manages and implements invention disclosure and patent process in Faculty180

Assists in managing all Faculty Affairs and Research programs

  • Manages University-wide communication and all websites
  • Generates, revises and updates all documents for programs, and manages official distribution
  • Responds to inquiries and requests regarding all areas of Faculty Affairs and Research
  • Maintains a broad knowledge of support services and opportunities for faculty within Faculty Affairs and Research and with other units on campus.
  • Supervises general office student assistants
  • Provides support for relevant University policy committees, task forces and special initiatives
  • Completes all reports and documents according to Faculty procedures and standards, as needed

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This position requires

  • Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment
  • Understanding and supporting the values and ideals of Jesuit education; knowledge of Santa Clara University
  • Knowledge and understanding of faculty work
  • Understands the needs of faculty and identifies problems and possible solutions
  • Excellent interpersonal skills with ability to work with internal and external constituencies
  • Excellent organizational skills with ability to handle multiple tasks
  • Excellent oral and written communication skills
  • Excellent skills with Microsoft Office, Google business applications, scheduling software, PeopleSoft (or equivalent) financial system software, and database management software
  • Proficiency with webpage software such as T4
  • Strong service orientation and skills
  • Confidentiality and use of discretion
  • Willingness to take initiative, be flexible and work as a part of a team
  • Bachelor's degree required
  • Three to five years of related experience required

Additional Information

Position Type:  Regular

Salary Range:  $28.13 per hr - $32.33 per hr; commensurate with experince

Pay Frequency:  Hourly

 

To view the full job posting and apply for this position, go to https://apptrkr.com/1999966

 

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Belinda Guthrie, Director of Equal Opportunity and Title IX, 408-551-3043, bguthrie@scu.edu, http://www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services https://university-operations.scu.edu/campus-safety/crime-reporting/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the https://www.scu.edu/phonebook/Department-of-Human-Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services https://university-operations.scu.edu/campus-safety/crime-reporting/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

About Santa Clara University

Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.

Santa Clara University does not sponsor work visas for staff positions. If hired, individuals must independently provide proof of their eligibility to work in the United States.

 

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Requirements

  • Start Date: No Start Date
  • Education: Bachelor's Degree Required
  • Work Experience: 3 - 5 years
  • Part/Full Time: Full-Time

Contact / Additional Information