Executive Assistant EA Faculty Personnel

Profile

Executive Assistant (EA), Faculty Personnel

Duties: Under the direction of the Manager of the Office of the Provost and Dean of the Faculty, an important member of the s office staff who facilitates the recruitment, onboarding, advancement and development of a diverse community of faculty, including scholars, artists and practitioners. Performs a broad range of administrative and technical assistance in relation to faculty personnel, records oversight, and compliance with the adjunct faculty Collective Bargaining Agreement. Maintain an annual calendar of faculty personnel actions and work independently to meet deadlines. Working closely with the Associate Provost of Curriculum and Academic Resources, oversee and complete preparation of accurate contracts and Personnel Action Forms (PAFs) for all faculty. Respond to questions requiring judgment, knowledge and interpretation of faculty personnel policies.

Ranked faculty file maintenance: salary and appointment letters, correspondence of importance, sabbatical and leave requests, course and credit releases, and confidential APT files throughout a faculty member’s career. Prepare new tenure-track contracts and initiate new hire process; prepare retirement agreements, maintain and store files of retired faculty, update faculty emeriti list. Track ranked faculty salaries; assign and maintain accurate salaries for each ranked faculty member based on ranked faculty salary steps, institutional pay cuts, and step promotions. Provide detailed and complex project management support to the Appointment, Promotion and Tenure Committee; plan and coordinate cycle for review of materials, including coordination with College Officers’ support staff; draft communications to faculty regarding tenure and promotion decisions, appointment of endowed chairs, and faculty emeriti appointments; develop and maintain digitized files; Maintain lists of voting faculty; ensure Banner is updated to add or delete voting members. Maintain list of Library-eligible faculty. Adjunct faculty file maintenance: maintain and update all files according to the Collective Bargaining Agreement (CBA); keep data on each individual including course count accumulation, current performance assessments, course cancellations, category and tier placement rate, title, contact information and banner ID. Provide administrative support to enable timely responses to requests from SEIU and provision of periodic reports as outlined in the CBA. Track adjunct faculty salaries, assign and maintain accurate salaries for each bargaining unit member based on the CBA. Administer and track salaries for non-union, non-tenure track faculty. Track and maintain data on salary, FTE, rank, step, title, sabbatical accrual, and APT (merit and promotion) schedule for ranked faculty; prepare salary letters and payroll PAFs; adhere to Faculty Handbook procedures; adhere to CBA procedures. Working closely with the Associate Provost of Curriculum and Academic Resources, provide data related to the faculty salary budget; collect and maintain staffing sheets from academic departments and programs; review scheduled courses to verify courses are in the staffing plan in a timely manner. Serve as reviewer of all incoming PAFs, stipends, One Time Pay Requests, and Concur expense reports and make any necessary corrections or gather more information in advance of securing the signature of the Provost; sign and code items for payment (invoices, check requests, journal entries). Provide administrative and analytical support regarding endowed Chair and Start up funds; create and provide periodic reports. Oversee administrative process for the Undergraduate Research Opportunity Program (URPO): collect receipts from students with UROP student research awards, process check requests, and maintain records of UROP awards. Serve as reviewer of all incoming PAFs, stipends, One Time Pay Requests, and Concur expense reports and make any necessary corrections or gather more information in advance of securing the signature of the Provost; sign and code items for payment (invoices, check requests, journal entries). Additional Administrative Responsibilities and Duties Serve as Alternate Responsible Officer (ARO) for Exchange (international) Visitors in academic affairs; reports to Responsible Office (RO), Mills’ Vice President of Student Life and Dean of Students; additional duties as assigned Assist the Provost’s Office Manager with a variety of projects and administrative tasks. With guidance from the Executive Assistant for Curriculum and Faculty Governance, provide the necessary information for action to the Board of Trustees Educational Personnel Subcommittee in consultation with the Provost and Dean of the Faculty Collect data and perform research on a variety of matters as directed, including assisting in the development and preparation of reports, including Board items, budgets and grant proposals; collect data and perform research on a variety of matters as directed, including the preparation of a variety of financial and statistical reports. In partnership with the Office of Planning, Analytics, and Effectiveness, compile various reports, and provide necessary faculty data to facilitate the completion of annual reporting and surveys (i.e., Facts & Trends, AAUP, IPEDS, CIC surveys, insurance, etc.), and respond to other requests regarding faculty; and maintain historical data for analyses as requested. In consultation with appropriate offices, compile complex documents and procedure manuals according to established guidelines.

Additional Information

Send employee application, resume, cover letter and, contact information for 3 references.

Company info

Mills College
5000 Macarthur Boulevard
Oakland
California
United States 94613
Website : http://www.mills.edu