Assistant Director Of Academic Appointments And Payroll

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $90,000 - $100,000

Position Summary

The Assistant Director of Academic Appointmentsand Payroll will review academic appointment paperwork for more than 2,000 part-time and 1,000 summer sessions faculty annually to ensure accuracy, timely completion, and compliance with University policies and procedures. For semester part-time and summer sessions faculty, the incumbent acts as the final approver of Arts & Sciences before Provostial review. For summer session student officers, the incumbent serves as the final approver before release for payment to the Human Resources Processing Center (HRPC). The Assistant Director will manage human resources, payroll, and training and communication functions.

Responsibilities

• Reviews and approves academic appointment paperwork for part-time faculty in the Arts & Sciences Departments, Centers, and Institutes, as well as the School of the Arts (SOA) and School of Professional Studies (SPS), for submission to the Provost Office.
• Oversees the appointment process for academic hires affiliated with Arts & Sciences Institutes and Centers.
• Approves Academic Appointments--including faculty appointments--for Summer Sessions.
• Works with Central HR and the Executive Director to develop and implement new processes to ensure part-time faculty receive Appointments and salaries on time.
• Undertakes continuous review and assessment of all hiring processes to ensure the accurate and timely processing of appointments. Creates new processes as necessary and implements them at the direction of the Executive Director.
• Advises Departments, Centers, Institutes, SOA, and SPS on University policies for appointing academic personnel.
• Serve as a resource for questions regarding policies and procedures for part-time faculty and Summer Session faculty appointment paperwork; troubleshoots and resolves issues as necessary.
• Responsible for part-time faculty electronic rosters in both fall and spring semesters and confirms all part-time faculty have accurate appointment letters.
• Reviews documentation for accuracy and completeness and communicates with the Departments, Centers, and Institutes to resolve problems.
• Completes permission forms for officers of administration who will hold secondary faculty appointments, ensuring that all the proper approvals are obtained before teaching begins.

• Reviews, processes, and approves additional compensation for part-time faculty and ensure it follows University and Provost policy.
• Works closely with the Executive Director of Academic Appointments, A&S Departments, Centers, Institutes, and Schools, and the restricted funds and Payroll accounting office to clear payroll suspense, process payroll transfers, and ensure salaries are on the correct chart strings.
• Identifies, resolves, and/or escalates payroll issues as they arise-partners with the Provost's office and central HR to resolve employee questions and issues.
• Reviews, Processes, and approves salary distributions and cost transfers so that salary charges are allocated correctly.
• Responsible for reconciling the A&S part-time budget using the University Accounting System (ARC).
• Acts as backup for the Executive Director on Faculty Appointments and labor transaction approvals.

• Oversees the Academic Appointment and Payroll webpage, updating any process changes, payroll, and University forms.
• Creates training materials for the appointment process and posts them on the website.
• Provides PeopleSoft guidance and acts as an intermediary with Central University offices to resolve issues.
• Trains administrators and staff as needed in processing nomination/personnel actions forms (PAF) and PAC labor distribution modules.
• Performs other duties and special projects as required.

Minimum Qualifications

• A bachelor's degree and/or equivalent with 5 years of related work experience is required.

Additional Qualifications

• Must have or be able to acquire quickly a detailed knowledge of University policies, procedures, and systems.
• Knowledge of Human Resources policies and procedures required.
• Highly proficient in using a variety of computer software programs, including word processing, spreadsheets, and/or databases, and demonstrated experience in developing systems to enhance efficiency and productivity.
• Excellent interpersonal, analytical, written, and oral communication skills.
• Excellent organizational and multitasking skills, with a particular ability to prioritize work in an environment with multiple interests and activities.
• Facility in establishing and maintaining good working relationships with Faculty, University Offices, and colleagues in other departments, schools, institutes, and centers.
• Ability to handle complex and confidential information with discretion.
• Ability to actively and independently problem-solve using sound judgment and seeking counsel when appropriate.
• Highly self-motivated and self-directed, and able to identify issues that need to be elevated.