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The Faculty Support Specialist provides support for all faculty across the Gables & Rosenstiel campuses. The Faculty Support Specialist serves as the liaison for the Office of Faculty Affairs with all relevant departments, centers, and institutes for all faculty matters including, but not limited to onboarding, promotion & tenure, leaves of absences, and academic appointments. The incumbent coordinates and facilitates the faculty onboarding process, maintaining the standard operating procedure for all new faculty hires.
CORE JOB FUNCTIONS
1. Maintains and optimizes standard operating procedures for the new faculty onboarding process. Serves as primary point of contact for all departments, centers, and institutes involved in the hiring of faculty.
2. Assists with position requisition management and candidate pool tracking. Supports candidate application management and ensures accuracy of application classification (i.e., prior worker, internal, etc.).
3. Ensures accuracy of offer details and business process utilization (i.e., new-hire, re-hire, transfer, etc.). Supports relocation stipend approvals as part of offer approval. Coordinates onboarding and training requirements for new faculty. Completes, maintains, and audits faculty credentialling/degree conferral by requesting transcripts and degree evaluations.
4. Manages special requests such as hire date revisions, changes in faculty status, legal name changes, etc. Completes all verification of employment letters and loan forgiveness documents. Manages employment authorization/visa documentation, updates faculty record and Form I-9, communicates requirements and expiration of employment authorization to department when applicable.
5. Assists in analysis of existing foreign national faculty to ensure compliance with employment and immigration status. Directs new faculty members through required documentation for ID cards and parking arrangements.
6. Receives all guests in the Office of Faculty Affairs, manages department inbox, and responds to all telephone calls.
7. Coordinates with other divisions to secure access to buildings, shared drives and email, set-up office space including phone lines, computer/printer, furniture, etc. as appropriate.
8. Works closely with Total Rewards, UMIT, Office of the Provost, School/College HR Partners, and Department Chairs. Ensures all promotions, reclassifications, and salary actions are updated. Receives and tracks all reappointment, promotion, and tenure dossiers. Prepares and sends all reappointment, promotion, tenure clock extension, and tenure award notifications. Updates the faculty record and manages communication to all departments.
9. Assists with the coordination of employee clearance, to include obtaining ID cards, keys, etc.
10. Guides faculty through the termination process including formal communication to Chair, benefit arrangements, etc.
11. Manages retiree recognition process in coordination with the Office of Commencement and Special Projects.
12. Manages Emeritus faculty approval process, appointments, and communication.
13. Processes and tracks faculty VFRP agreements and communicates to Total Rewards, General Counsel, Office of the Provost, etc.
14. Manages reports in Workday to ensure onboarding compliance, education, and faculty data accuracy. Receives, tracks, and processes sabbatical and research leaves. Drafts and distributes secondary appointment letters. Records academic appointment in Workday. Ensures all data is accurate pertaining to new hires, terminations, promotions, etc. Monitors Workday to ensure all new hires are entered correctly. Creates, maintains, and files faculty records. Performs miscellaneous job-related duties as assigned. Adheres to University and unit-level policies and procedures and safeguards University assets.
15. Adheres to University and unit-level policies and procedures and safeguards University assets.
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.
CORE QUALIFICATIONS
Education:
Bachelor’s degree in relevant field required
Experience:
Minimum 3 years of relevant experience required
Certification and Licensing:
Refer to department description for applicable certification requirements
Knowledge, Skills and Abilities:
- Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
- Teamwork: Ability to work collaboratively with others and contribute to a team environment.
- Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
- Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.
This is a core job profile description and is not reflective of all duties that may be assigned to a specific position in each individual department. The above statements are intended to describe the general nature and primary responsibilities of this core job profile. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job.
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.
Job Status:
Full time
Employee Type:
Temporary
Pay Grade:
A5
