FACULTY AFFAIRS COORDINATOR

This on-campus position plays a key role in advancing the academic mission of the Office of the Provost by managing and coordinating critical processes related to faculty hiring, appointments, compensation, reviews, leaves, and records. The role contributes to strategic initiatives by overseeing and facilitating essential processes, developing and managing communications, organizing and participating in meetings, ensuring compliance with policies and schedules processes, and maintaining accurate and accessible records that support decision-making. This position liaises with various campus offices, deans, faculty, and staff regarding faculty personnel and operational matters, maintaining and ensuring confidentiality of office records and files. In addition, this position partners with the Academic Affairs Specialist to ensure the accurate administration of faculty additional pay and related financial activities, and to provide support for various committees that fall under the purview of the Provost. 

This position reports to the Associate Provost for Faculty Affairs and collaborates with the other Associate Provosts, Deans, and others in the Office of the Provost. This position has no direct supervisory responsibilities. 

Duties

1. Coordinate and manage processes related to various stages in faculty lifecycle, working at times independently and at times in close collaboration with the Associate Provost:

• Coordination with faculty hiring to include the execution of search and personnel documents, generation of faculty appointment forms and letters, and preparation of support documentation. Collaborate with the Office of Human Resources and campus partners to manage the accuracy of personnel and payroll data.  Maintain confidential records related to these processes.
• Maintain the official faculty personnel file and all personnel records for faculty. Assist the Associate Provost in developing and maintaining data necessary to track staffing for the schools, to include faculty salary, tenure, leaves, and sabbatical information. Ensure faculty information and titles are current in various databases. Oversee and participate in maintenance of confidential College procedural and operational records and files, personnel files, contracts, manuals, proposals, and other significant documents. Maintain office files of correspondence and reports required for reference and efficient operation of the Provost’s office. 
• Orchestrate and coordinate formal faculty review processes, including periodic formal reviews for tenure-eligible faculty, periodic reappointment reviews for multi-year renewable notice faculty, formal promotion reviews, and nominations for emeriti. Create and maintain electronic files for each candidate in the applicable platform, ensure files progress through stages of review in a timely fashion, serve as a resource to provide information and documentation, and assist with ensuring compliance with standards. Solicit confidential external reviews, track receipt of documents, update constituents on status of reviews, and maintain external reviews in file. Prepare materials to structure Provost’s and President’s review of candidate files for tenure, promotion, and reappointment, as needed. Prepare formal memoranda for the Provost’s and President’s signatures and provide the President’s office with lists of faculty emeriti for various events. 
  • Manage processes related to faculty compensation, including generation of annual faculty salary letters, overload and additional pay processing, part-time faculty appointments, coordinating workflow and developing, implementing, and refining processes for collecting and processing faculty data and information. Prepare anonymized data for faculty compensation surveys as needed. Collaborate with the Academic Affairs Specialist to ensure accurate administration of faculty appointments and compensation within extended studies. 
  • Coordinate with partners and the Office of Human Resources on other processes related to the faculty lifecycle, to include sabbaticals, departures, and other related faculty opportunities that have contract implications.

1. Collaborate with pertinent bodies on faculty election processes for all-college committees; maintain records of faculty representatives on all-college committees. 
2. Independently manage and execute administrative functions supporting select processes and committees overseen through the Office of the Provost. Responsibilities include proactively maintaining websites and project sites; independently administering processes and databases; administering financial processes; and autonomously scheduling, organizing, and documenting meetings.
3. Collaborate with other Office of Provost team members as needed, which may include managing event support (e.g., Commencement, Graduate Hooding, Whalen Academic Symposium, Oracle Society, and Phi Kappa Phi), maintain websites or social media, and direct student employees to ensure completion of administrative tasks. 
4. Participate in special projects and perform additional duties as assigned, demonstrating adaptability, sound judgment, and initiative in addressing evolving departmental needs.
5. Develop and demonstrate multicultural awareness and contribute to cultivating an inclusive, diverse, and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students, and visitors to the College. Promote a flexible, collaborative, and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion. 
6. Serve as a resource for faculty and administrative offices on various faculty data and processing related issues. Provide coordination with administrative staff in the Deans’ offices.

Qualifications: 

Bachelor's degree and a minimum of three years office experience, or the equivalent combination of education and experience; demonstrated ability to work independently, exercise sound judgment, and manage responsibilities with a high level of autonomy; strong interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; excellent project management and organizational skills, including the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously; in-depth knowledge of various word processing, spreadsheet and database software applications; ability and willingness to learn new academic or administrative technologies; ability to multi-task and handle sensitive and confidential information with discretion; exceptional attention to detail and accuracy are required. The individual will be expected to uphold the College's and the School's values of diversity, respect, and inclusion. Previous experience in a college or university setting is preferred. 

Application Instructions:

Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or humanresources@ithaca.edu. 

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated. 

Visa sponsorship is not provided for this position. 

Hiring Rate:  $62,353.20 - $65,000

 We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including:

                • Healthcare including vision and dental

                • Generous Paid Time Off Policies

                • 403B Retirement Savings Plan with Matching Employer Contribution 

                • EAP

                • Flexible Work Plans

                • Educational Benefits

                • Career-Enhancing Trainings

                • For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness

In an effort to promote campus safety and the security of College resources, Ithaca College will, consistent with the requirements of the law and prudent practices, conduct criminal background investigations per College policy.   This position is subject to a criminal background check. All offers of employment are contingent upon review of the criminal background check.

Salary : $62,353 - $65,000