Academic Personnel Services (APS) Process Coordinator - Office of the Vice Provost of Faculty Affairs

Academic Personnel Services (APS) Process Coordinator (Administrative Associate 2)

Office of the Vice Provost for Faculty Affairs

Regular Full-time, Market Range 04

The Office of the Vice Provost for Faculty Affairs seeks a full-time Academic Personnel Services Process Coordinator. To apply, applicants should submit a cover letter detailing relevant experience along with a resume and contact information for a minimum of three references.

Reporting to the Sr. Academic Personnel Specialist, the APS Process Coordinator will be responsible for creating and maintaining academic personnel process templates, adding users, updating committees, workflows for all faculty cases in Interfolio and tracking those cases as they are in progress. Non‐routine problems will be referred to the Sr. APS. This position will serve as a point of contact for departments and colleges to ensure accurate workflow and committee information in the system. The position will also be responsible for the receipt, tracking, and verification of transcripts and alternate credentialing forms for all faculty hires, as well as communicating with faculty, staff, department heads, and deans regarding these documents. Additionally, the position will support APS Specialists with faculty processes as needed ensuring compliance with the faculty handbook, human resources, and board policies.

Job Functions/Responsibilities:

• Interfolio Management:
  • Creates templates for academic personnel processes (promotion and tenure, faculty searches, leave requests, reviews, and others as needed) utilizing Interfolio software
  • Maintains templates by collaborating with departments and colleges to ensure accurate information regarding users and committee members and ensuring templates comply with UTK policy
  • Customizes templates to accommodate unique structure and needs of individual colleges and departments
  • Assess current processes and make recommendations for improvement based on Interfolio updates and/or faculty handbook, HR, or Board policy changes
  • Sets priorities and organizes work within general guidelines set by the Senior APS Specialist
  • Tracks and compiles data related to cases as requested by the Vice Provost for Faculty Affairs and/or Director of Academic Personnel Services
  • Maintains up-to-date processes and procedures for Interfolio template creation and changes
  • Receives, reviews, and ensures compliance of cases as they are in process
  • Advances cases between workflow steps by sharing information with faculty, department heads, and deans
  • Provides specialized support and performs assigned tasks according to the faculty handbook, HR, and Board policies
• Faculty Transcript Processing and Tracking:
  • Processes and records transcripts as they are received.
  • Verifies faculty credentials based on SACSCOC guidelines.
  • Conducts periodic audit and follow up with faculty whose transcripts have not been received in a timely manner or if inaccurate/incomplete documents have been received.
  • Submitting verified transcripts to HR for entry into personnel records system
  • Maintains accurate historical records
• Campus Support:
  • Resolves routine questions from APS staff, departments and colleges regarding processes based on the Faculty Handbook and board policies and with Interfolio functionality.
  • Refers non‐routine questions to Senior APS Specialist
  • Assists in creating and delivering routine training in regard to Interfolio templates and workflow processes
• Academic Personnel Processing:
  • Assists with processing academic personnel transactions as needed

Qualifications
REQUIREMENTS:

Required Level/Type of Experience:

• 3 years of relevant office experience.

Education:

• High School Diploma
• Bachelor’s degree is preferred.

Preferred Level/Type of Experience:

• Previous experience in academic personnel processing preferred.
• Previous experience utilizing Interfolio software is preferred.
• Previous experience in Higher Education preferred.

Competencies/Qualifications:

• Excellent and effective oral and written communication skills to various audiences.
• Excellent Microsoft Office skills (Outlook, Excel, Word, etc.).
• Ability to organize work, multi-task and manage deadlines, as well as maintain confidentiality and provide excellent customer service to campus community.
• Existing knowledge of academic (faculty) personnel actions and processes is preferred.