Spring 2009
Payroll Time Reporting for Employees paid at an HOURLY rate
Please estimate hours through the end of the month.

• Facilitate/manage the academic review processes, identifying issues relating to policy and compensation. This includes promotions, merits, recruitments and recalls
  • Independently determine which faculty are eligible for review and provides the Department Chair with this information
  • Review case documents for accuracy and compliance with campus and college personnel policies, and advises Chair when changes to case are necessary
  • Act as a facilitator between members of committees, candidates, and the College of Letters & Science staff
  • Record the minutes at department faculty meetings and prepare for Chair’s review and faculty distribution -Manage all academic personnel records and faculty publications library
  • Serve as staff adviser for faculty academic personnel internal reviews and provides them with documentation and advice on appropriate procedures
• Provide strategic advice and counsel to Chair and/or Manager by analyzing and interpreting systemwide and campus policies, collective bargaining agreements, academic personnel procedures and practices
• Work closely with the Dean’s office and other campus administrative offices regarding academic personnel matters
• Counsel Senate and non/Senate faculty and other academic staff concerning moderate to complex work-related problems
  • Keep up to date on a wide variety of campus resources and policies and is responsible for interpreting changes to these policies and resources for their potential impact on faculty
  • Inform Chair and/or faculty of these changes, as necessary (i.e., changes to salary policy, leave policy, housing, parking, events, grants and fellowships, etc.)
  • Provide timely information to Manager regarding academic personnel issues impacting departmental budget (i.e., faculty leaves, vacancies and faculty salary savings)
  • Provide high-level administrative support to the Chair
  • Communicate on behalf of the Department Chair to those outside the University as necessary
  • Serve as liaison between the Chair and campus administrative offices, students and the general public as needed
• Review faculty biographies for departmental web posting
  • Maintain department faculty web page
  • Provide faculty with the necessary information and system passwords to access main frame system
  • Keep Chair and Department Manager informed of all issues, problems, or potential problems that could affect the administration of issues under her/his responsibility
• Manage faculty application process for intramural awards and fellowships ensuring the adherence to established policies and procedures
• Consult with faculty regarding the application process. Provide Manager, and faculty upon request, with a monthly report of all academic staff funding/balances.
• Analyze and interpret guidelines and policies to provide advice and counsel to unit clients on issues such as compensation, work-eligibility (visa) matters such as H1-B processing or PR application, and benefits considerations. Manage all aspects of the appointment process for all post-doctoral and visiting faculty, including assigning correct title, salary rate, and determining benefits eligibility. Advise Chair regarding appointments and reappointments in these categories.
• Coordinate the Department’s Visiting Scholars Program. Screens applications to the program and analyzes them to determine whether they meet the criteria for the program before submitting for Chair’s approval. Advise Visiting Scholars on policies governing their visit and coordinates all visiting appointments with the Office of the Vice Provost, Academic Affairs and Faculty Welfare when appropriate
• Work closely with the Services for International Students and Scholars office to obtain all necessary documentation for foreign nationals. Advise and assists foreign visitors and scholars on the procedures for obtaining visas.
• Coordinate the academic search process, including placement of ads, drafting of search plans, and conducting the initial screening of materials submitted. Work closely with Department faculty members (Personnel Search Committee Chairs) participating in the personnel search. Organize the preparation of Departmental Search Plan, and prepares and submits advertisements on-line for all available positions. Coordinates correspondence to and from outside parties and reviewers regarding new faculty recruitment. Prepare the Affirmative Action Search Report. Maintain close contact with all new faculty members to ensure a smooth transition to the University. Assist and advise new faculty regarding benefits, salary, housing, and all aspects of their relocation.
• Must be knowledgeable about relevant campus policies and procedures for Unit 18 Teacher Special Programs (TSP) and other lecturer titles. Analyze and interpret those guidelines and policies. Prepare appointment letters for 150 TSP instructors. Attend 150 TSP faculty supervisor preparation meetings. Maintain TSP service hours. Coordinate teaching assessments and excellence reviews in conjunction with Chair. Maintain teacher evaluation process. Monitor TSP semester work hours and provides Manager with a report monthly or as needed.
• Monitor the Temporary Academic Staff (TAS) budget, providing a monthly report to Manager that reflects all categories of spending. Provide manager, and faculty upon request, with a monthly report of all academic staff research funding. Prepare a roll-up sheet that reflects all faculty research funds and updates as new funding is awarded to them.
• Coordinate and advise all departmental employees on benefits issues including health, dental, vision, and retirement plans. Handle the processing of all necessary forms to enroll, change, or cancel benefits. Provide academic appointees guidance when planning retirement.
• Prepare faculty summer salary requests and summer session requests for faculty and GSI’s.
• Act as back-up to payroll personnel assistant which may include but not limited to initiating and completing any hiring type, reappointments, terminations, HRMS processing. Must be knowledgeable about relevant campus policies and procedures, including Graduate Division, work study program, Summer Session, etc.
• Participate in employee development and training programs or other workshops to maintain, improve or develop the necessary skills to perform the duties described above. Participates in departmental, college or campus committees as necessary or at the request of the Chair or the Manager.

• In-depth knowledge of and ability to apply/interpret campus and college policies and procedures which govern academic HR
• Experience in the preparation of faculty reviews
• Excellent critical and innovative thinking to address complex issues and present nuanced analyses
• Thorough knowledge of system wide and campus policies, union contracts, procedures and practices that govern academic HR administration
• Thorough knowledge of campus and college goals, priorities and values and the legal and human implications of decisions
• Ability to analyze complex management issues; develop project scope and solutions, give professional advice to senior officials and make critical decisions regarding personnel
• Excellent oral, written and interpersonal communication skills

• Computer proficiency in Word, email, HRMS, OPTRS, Case tracking, BFS, GLACIER, and/or other web based HR/Payroll and Financial systems
• Familiarity with Dreamweaver and Filemaker

Last updated 5/4/2009

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