Faculty Personnel Coordinator

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Faculty Personnel Coordinator
Duties: Maintain personnel files for all faculty. Adhere to confidentiality and document destruction policies. Retrieve items upon request. Working closely with the Associate Provost of Curriculum and Academic Resources, oversee and complete preparation of accurate contracts and PAFs for all faculty. Maintain personnel files of current ranked faculty. Files to include: 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, upon request; initiate new hire process, and maintain faculty files. Prepare retirement agreements upon request. Maintain and store files of retired faculty. Update faculty emeriti list. Support and maintain the digitization and inclusion in Banner of faculty personnel records. Coordinate communications to faculty regarding tenure and promotion decisions, appointment of endowed chairs, and faculty emeriti appointments. Provide administrative support to the Appointments, Promotion and Tenure Committee; plan and coordinate cycle for review of materials, including coordination with College Officers’ support staff, and develop and maintain digitized files. Respond to questions requiring judgment, knowledge and interpretation of faculty personnel policies. 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. Working closely with the Associate Provost of Curriculum and Academic Resources, oversee and complete preparation of accurate contracts and PAFs, and monitor multiple year contracts; CBA-related promotions and reviews and other contract related issues. 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. 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. Prepare salary letters and payroll PAFs. Track and maintain data on salary, FTE, rank, step, title, sabbatical accrual, and APT (merit and promotion) schedule for ranked faculty. Adhere to Faculty Handbook procedures. Adhere to CBA procedures. Collect and maintain staffing sheets from the academic departments and programs; act as Provost designate for reviewing the schedule; ensure that deadlines are met. Reviews scheduled courses to verify that courses are in the staffing plan in a timely manner so that the course schedule can be built accurately. Working closely with the Associate Provost of Curriculum and Academic Resources, provide data related to the faculty salary budget. Provide administrative and analytical support to the Faculty Development Committee and Associate Provost for Faculty Affairs in relation to internal faculty development grants such as travel grants, annual research grants, MACK, and Greer grants. Provide administrative and analytical support to the provost team regarding professional development grants in conjunction with various funds (external foundation and internal College funds). 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. Sign and code items for payment (invoices, check requests, journal entries). 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. 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. Assist faculty who wish to bring exchange visitors, such as visiting faculty, performers and Artists-in-Residence to campus. Issue forms to incoming exchange visitors, and track exchange visitors monthly in the SEVIS system; Track and process payments for exchange visitors. Maintain required J-1 training; maintain compliance with duties of ARO as outlined in Part 62, section 11 of the Exchange Visitor Program regulations. Maintain lists of voting faculty; ensure Banner is updated to add or delete voting members. Maintain list of UC Berkeley Library-eligible faculty. Provide guidance and pertinent information to Professional Academic Staff and other academic staff regarding staffing, scheduling, and other documents required by the Provost’s Office. 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 Institutional Research, 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. Train other administrative staff in the above areas and provide guidance and support as needed. Assist the Provost’s Office Manager with a variety of administrative tasks. When necessary, serve as backup for other staff in the office. Format, type and edit a variety of complex material from dictation, rough draft or notes, including budgets, contracts, letters, memoranda, agenda, minutes of meetings, reports. Establish and maintain effective and productive working relationships within a diverse and multicultural environment. In consultation with appropriate offices, compile complex documents and procedure manuals according to established guidelines. Provide technical assistance to other staff in areas such as budget preparation, record keeping, and editing.

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