Job Description

Posting Number

Internal Recruitment

Working Title

Anticipated Hiring Range

Work Schedule

Job Location

Department

About the Department

Essential Job Duties

• Uses its knowledge of the administrator, their priorities, and departmental priorities as well as the understanding of needs of both the head and upper management to identify and address changes in schedule as necessary and with independent judgment, follow-up with changes, and communications with all relevant parties and constituencies;
• Develops and implements internal deadlines for departmental policies sufficiently to mirror or feed university-level deadlines;
• Communicates with delegated authority on behalf of the department head with internal and external constituencies using independent judgment and discretion;
• Primary subject matter expert on all RPT (Reappointment, Promotion & Tenure) & Post-Tenure Review (PTR) processes and communicate with faculty on all levels of the processes;
• Uses a thorough understanding of the organization’s operational structure and administrator’s scope of responsibilities as well as a detailed understanding and awareness of all staff functions to provide support and direct inquiries within the department and with external constituencies. This includes a complex understanding of administration and academic disciplines within the department;
• Subject matter expert in processes directly related to faculty promotion and review. Errors within the RPT/promotion process can have serious negative ramifications for faculty success and would not only influence the faculty member’s career, but it would also have lasting negative impacts on the reputation of the department, and university and hinder future recruitment;
• Coordinates with the Department Head, where appropriate, and respective faculty going through the Reappointment, Promotion, and Tenure (RPT) and Post-Tenure Review (PTR) processes. Functionally this can include a wide array of tasks and responsibilities that require the use of not only internal calendars but self-direction and project management;
• Interacts extensively with individual faculty members to oversee all aspects of dossier preparation. This includes full responsibility for managing the RPT Online system, including progress tracking and deadlines. For the RPT process, the position works closely with the Department Head to collect external scholarly evaluations and ensure that all protocols for DVF review and voting are met;
• Demonstrates high-level communication skills and understands the numerous nuisances embedded within the process and how best to communicate them to diverse faculty for review and suggested edits for each faculty member. While the raw data and finished product are functionally the responsibility of each faculty member undergoing the process, the actual responsibility for errors will ultimately fall on this position. All documents and drafts are carefully reviewed with the Dean’s office and through an enterprise-level system (rptonline) for which the position must be a SME to ensure that packets are accurate and complete. Mistakes with this process would detrimentally affect a faculty member’s potential promotion, having wider negative impacts to the department and the university’s reputation, which would decrease favorability in rankings;
• Ensures the deadlines are met for submission and follow and explains deadlines and responses as dictated by university policy(RPT/PRT);
• Has multiple discussions regarding the successful format with internal stakeholders before submission(RPT/PRT);
• Utilizes a proactive approach to independently identify potential problems and solutions and coordinates with appropriate staff when necessary;
• Follows established policies for standard solutions or engages other members of the department for assistance;
• Serves as a resource for various customers (Dept. Head, Assoc. Dept. Head, faculty, staff, students, and internal and external customers.);
• Makes recommendations for resolution when needed. Maintains familiarity with Departmental, College of Sciences, and University resources as problem resolution may require some analysis of policy and procedures;
• Be nimble, and adaptive, anticipate issues before they arise, and develop contingency strategies to allow for maximum flexibility for the position’s priorities based not only on the position’s workload but that of the department head;
• Serve to make adjustments to the department head’s calendar, as agreed or independently based on knowledge of the department and the department head’s priorities;
• Responsible for ensuring that the department head is prepared for all meetings, coordinating communications, and necessary materials. Errors in this realm would create lasting negative impressions of the administrator and overall department, which could hinder future funding and support. The position will coordinate searches for tenured, tenure-track (TT), and professional faculty, where searches include between 15 to 20 individual finalist candidates on-site each year, with several hundred applicants per position;
• Set up interview schedules, organize application documents requested by the Search Committee for review, and coordinate reimbursements with Business Office staff;
• Manage faculty reappointment, promotion, and tenure (RPT) for the department, as a subject matter expert. This includes explaining how to build a dossier to new faculty, assisting faculty in putting together their documents, providing feedback, providing forms to include in the dossier, collecting dossiers and reviewing for completeness and correctness, submitting dossiers to the Dean’s Office for review and approval, setting up the RPT timeline for each faculty member and tracking faculty tenure progress, assisting the Department Head with collecting and organizing external scholarly evaluations, reminding the Department Head and faculty about annual reviews, managing annual reviews and submitting to the Dean, setting up faculty tenure committee schedules, setting up dossier review schedules, and reminding the Department Head and faculty of all RPT deadlines;
• Work collaboratively with other staff in the department and coordinate with staff in the College offices. Work with the Associate Head in assigning office space for new hires and visitors. This requires a detailed spreadsheet with an understanding of space priorities; the sheet includes arrival and departure dates to identify space and keys. Plans established and unique department events that include internal and external stakeholders while keeping an eye on inclusivity to build more positive internal cultures. Work priorities are established so that priority is given to the Head for necessary and recurring tasks while coordination of day-to-day operations is maintained through the Business Officer;
• External face for the department head, serving as a primary point of contact for the Department Head. The position must communicate articulately and concisely to a wide range of constituents, using proper judgment in style, tone, and communication methods;
• After following established timelines, knowledge of upcoming concerts, and following departmental priorities as discussed with the Department Head and/or Department Business Officer, will anticipate and independently generate necessary correspondence in the voice of the Department Head for DH’s edit and approval;
• Draft letters, memos, speeches, and other communications at the request of the Head to communicate the Department Head’s decisions, ideas, and agenda. The position will use strong editing skills on documents to review for correct grammar and appropriate phrasing and usage. Communication will be to both internal and external constituents, exercising meticulous communication specifically as relationships are critical in research, instruction, and giving;
• Use appropriate communication methods when scheduling and coordinating appointments, meetings, and events for the head, associate head, and search committees;
• Manages and maintains paper and electronic files and records for the business office of the department. This includes but is not limited to maintaining departmental faculty files for tenure and tenure track, and professional faculty for the Department Head to reference for Peer reviews, RPT, PTR, Annual reviews as well as Statements of Faculty Responsibilities (SFRs) on RPT online and assist with the prompt submission of Faculty Activity Reports (FARs) and other faculty reports as needed;
• Be familiar with the PRRs and stay current on all changes. This requires an intimate knowledge of the rptonline system and requires that the position stays current and up-to-date on the ever-changing and updating online system. Maintains up-to-date faculty rosters (tenure/tenure track, professional, emeritus/a, ranks, DVF cohorts) Maintains the Department Head’s faculty review calendars and timelines, in addition to maintaining all electronic calendars for the Department Head. Schedules meetings for prospective faculty members with the Department Head;
• Works with the Department Head and other Search Committee Members to schedule times that require the coordination of multiple busy schedules internal and external to the department. Contact appropriate parties to notify them of changes and reschedules. Maintains Departmental Desk/Personnel Files as well as other necessary files;
• Well-versed in utilizing various online storage mediums and following developed naming conventions for online document storage. Uses enterprise systems for data input and extrapolation, PeopleSoft, GoogleSuite/Microsoft office, and RPT online.

Other Responsibilities

• The Executive Assistant to the Head is part of the administrative support team of the department and may help other areas within the department while a priority is always given to supporting the department head;
• Serve as building contacts with other units (i.e. Security Applications and Technologies/Facilities) and will work to open/close the building and assign building access. May act as building liaison backup;
• Assist with the update of internal office policies and procedures to best practice;
• Work with chairs of search committees to schedule meetings with Department Head, Dean, and other faculty members as needed;
• Perform other duties as assigned by the supervisor.

Minimum Experience/Education

Other Required Qualifications

• Demonstrated proficiency with Excel, Word, GMail, and GoogleApps (or similar software);
• Excellent written and verbal communication skills;
• Be detail-oriented, self-motivated, and have the ability to multitask;
• Be able to provide administrative support to multiple individuals without sacrificing quality.

Preferred Qualifications

Required License or Certification

Valid NC Driver's License required

Commercial Driver's License Required?

Job Open Date

Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)

Notice to Applicants

Special Instructions

Position Number

Position Type

Position Classification Band Title

Position Classification Band Level

Position Classification Salary Range

Salary Grade Equivalency

Alternate Option

Full Time Equivalent (FTE) (1.0 = 40 hours/week)

Appointment

Mandatory Designation - Adverse Weather

Mandatory Designation - Emergency Events

Time Limited Position

Is this position partially or fully funded on ARRA stimulus monies?

Department Id

AA/EEO

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