JOB DESCRIPTION
POSITION TITLE Faculty Data Coordinator
REPORTS TO: Associate Provost, Office of Provost and Dean of the College
PRIMARY FUNCTION: The Faculty Data Coordinator manages several databases within the Office of the Provost and Dean of the College, from which he/she generates essential data for the academic division. The coordinator also supports the Associate Provost and assists with special projects within the Provost’s Office.
AREAS OF RESPONSIBILITY:
· Faculty database and Lawson system – sole responsibility for inputting all data, maintaining accuracy, preparing staffing projections.
· Collaborate with the Human Resources Office to track faculty appointments, exchange and file faculty personnel information and provide back-up support during periods of absences and peak workflow.
· Coordinate and share faculty personnel information with the Payroll Office.
· In consultation with the Associate Provost, generate all letters of faculty appointment in the academic division.
· With the Associate Provost, update the long-term FTE spreadsheet, running reports to ensure department FTE’s are in compliance with the staffing plan and work with representatives of the Registrar’s Office to reconcile staffing plan/database FTE with the FTE assigned in the Student Information System (class & lab).
· Work with the Associate Provost to notify faculty, department chairs, and directors of deadlines for all faculty reviews and reappointments and renewals and ensure submission.
· Support search committees and the Associate Provost in faculty recruitment
o design external ads for tenure track positions
o coordinate the posting of job adds for tenure track and term positions
o train and support faculty and AAAs in the use of the Hire Touch system
o act as liaison to applicants and references with the online application process, and also as a liaison to communicate directly with Hire Touch representatives
o manage and track the progress of faculty searches in Hire Touch
· Verify credentials of new faculty hires, ensure that they have been given the appropriate new employee paperwork and forms, and alert IT of their appointment status for assigning email and computer access
· Work with the Provost and Associate Provost to ensure that the database reflects accurate salary information, sabbaticals, etc., and synchronizes with Lawson; generate reports for the Provost and Vice President and Chief Financial Officer; and support the Associate Provost in preparation of the annual compensation budget for the faculty.
· In consultation with the Associate Provost prepare the appropriate annual salary letters for all faculty.
· Manage faculty personnel files.
· Update and maintain the Faculty Recruitment Guide in print and on the website.
· Maintain the long-range sabbatical plans and coordinate the sabbatical application process.
· Prepare reports as needed for associate deans and chairs for faculty planning.
· Provide general office support for the Associate Provost (calendar management, arranging meetings, filing, etc.)
· Serve as the liaison to Information Technology for the administrative units that report to the Provost’s Office.
· Oversee the Provost’s Office document imaging projects
· Provide back-up support for the Budget Analyst.
· Assist the Executive Assistant to the Provost and Dean of the College in maintaining and updating the office website.
· Supervise student workers.
· Perform other responsibilities as assigned.
SUPERVISORY RESPONSIBILITIES: Supervise student workers working 10 to 15 hours per week
CONTACTS: President, Vice Presidents, Deans, Department Heads/Faculty and Staff, and Human Resources staff – daily
Others – regularly
EDUCATION: Essential: Associate degree
Desirable: Bachelor Degree
EXPERIENCE: Essential: 2–3 years of experience in an office environment
Desirable: Familiarity with St.Olaf College or experience in another higher educational institution strongly preferred. Lawson Insight Software experience a plus.
KNOWLEDGE, SKILLS, ABILITIES:
· Advanced computer skills with Microsoft Office tools (i.e., Access, Excel, Word) including extensive experience with MS Access (including data entry, import, and export; creation of tables, queries, forms, and reports), in addition to experience with WordPress, ImageNow, and Hire Touch
· Excellent oral and written communication skills.
· Must be able to prioritize effectively
· Work effectively as part of a team
· Confidentiality and discretion essential.
PHYSICAL DEMANDS: Typical office setting.
WORK SCHEDULE: FTE: 1.00
Term: Year round position
Shift: Office Hours 8:00 A.M. to 5:00 P.M. Monday through Friday.
APPROVAL: Dan Dressen
DATE: November 4, 2015