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Position Summary:

The College of Medicine at Florida Atlantic University seeks applicants who are committed to supporting the learning needs of students from diverse backgrounds and to engaging communities underrepresented in higher education. Florida Atlantic University is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the diverse internal and external communities that it serves.

Florida Atlantic University is seeking a Coordinator, Faculty and Staff Affairs - Boca Raton, FL.

Summary of Responsibilities:

• Coordinate and manage COM appointment related activities for faculty positions.

• Advise departments on hiring procedures for recruitments, appointments, renewals, appointment modification requests, and terminations.

• Analyze faculty requests, advise and guide unit coordinators on internal and external processes, liaise with central (Provost Office, etc.) and internal units to obtain approvals, troubleshoot, and resolve issues.

• Prepare faculty offer letter drafts for new appointments, modifications, and renewals, track and process final paperwork, and maintain electronic personnel files. 

• Review and edit assignment letters as needed.

• Utilize COM custom reports to track Workday Human Capital Management (HCM) actions to ensure they are approved in a timely manner. 

• Serve as the primary COM Recruiting Partner for all faculty appointments and as a back-up recruiting partner for Staff and Postdoctoral searches and appointments, as needed.

• Review and process faculty recruitments (initiate business processes, create templates, etc.),

• Review and edit posting details, place external advertising, review and submit hiring review requests in accordance with Provost Office, Human Resources (HR), and Office of Equity and Inclusion (OEI) procedures.

• Submit background check requests, and liaise with university central units/offices as needed.

• Liaise with department coordinators on the collection of all hiring packages and COM related documents for faculty appointments (i.e. Statement of Credentials, Verification of Employment, Restrictive Covenants, Assignment of Income Services, Faculty Level Research Appointment Form, COM IT Acknowledgement Form, Professional Liability Questionnaires, Outside Employment, etc.).

• Coordinate and manage the faculty renewal process: send announcements, draft spreadsheet templates, notify units of deadlines, monitor Workday to ensure renewals are entered in a timely manner, assist and guide unit coordinators and supervisors on the renewal process, draft renewal letters, and submit executed letters to appropriate University departments.

• Liaise with the Faulty Affairs team, Senior Coordinator, and Assistant to the Dean on appointments and renewals involving immigration matters.

• Develop, prepare, and maintain spreadsheets.

• Assist in managing the shared email inbox ensuring all inquiries are addressed, escalated (if needed), and resolved in a timely and accurate manner. Manage and monitor requests related to faculty appointments (i.e., renewals, modifications, terminations, etc.), evaluations, activity reporting, etc., assign categories, file, and save all inquiries.

• Enhance the level of service provided to departments. Conduct and develop training as needed.

• Work closely with the Associate Dean for Faculty Affairs to maintain and update the COM Faculty Handbook to ensure consistency. Edit handbook as needed, track changes, and assist with monitoring policy changes as reported by the Office of General Counsel. Update and maintain Sharepoint Site.

• Liaise with supervisors and Employee Relations to troubleshoot any staff evaluation issues as needed and ensure that all evaluations are completed in a timely manner.

• Work closely with Associate Dean for Faculty Affairs to prepare for Faculty Promotion and Tenure, update Committees in Interfolio, troubleshoot and resolve issues, schedule and assist in setting up College Promotion and Tenure (CPT) Committee meetings. Assist CPT with sending letters to candidate and submitting the cases/portfolios forward for review by the Dean. 

• Serve as a liaison between COM employees, FAU’s Time and Absence Administrator, and Employee Relations to provide assistance with leave questions, including but not limited to FMLA, bereavement leave, and sick leave as needed. Serve as backup timekeeper for the Office of the Dean and for the College of Medicine.

• Coordinate, monitor, and maintain the termination process for COM Faculty. Ensure spreadsheets and personnel files are updated. Troubleshoot issues with department coordinators and HR Partners. Liaise with Employee Relations as needed.

• Work closely with team to ensure proper coverage for Faculty and Staff Affairs actions and serve as a backup HR Partner, Timekeeper, and Recruiting Partner for all appointment types in order to support Faculty and Staff Affairs, the Dean’s Office, and the College of Medicine, as needed.

• Respond to information requests and routinely send announcements (via COMannouncements).

• Provide backup assistance to the Office of the Dean as assigned.

• Complete special projects, conduct background research, analyze data, and ensure that established deadlines are met, assist with maintaining office procedures and perform other related duties as assigned.

FAU Benefits and Perks

• If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.

• State retirement options including tax-deferred annuities and Roth 403(b) plans.

• State employees Public Service Loan Forgiveness (PSLF) program - https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

• Flexible work arrangement plans - https://www.fau.edu/hr/employee_relations/flexwork.php

• Sick Leave Pool Program.

• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).

•  Paid Community Engagement Volunteer Service Day - https://www.fau.edu/hr/files/COMMUNITY_ENGAGEMENT_VOLUNTEER_LEAVE4-2015.pdf

•  Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php

Minimum Qualifications:

Master's degree in an appropriate area of specialization; or a bachelor's degree in an appropriate area of specialization and two years of appropriate experience required.
Workday experience preferred.
Outstanding customer service, strong communication, effective collaboration, and interpersonal skills.
Ability to demonstrate leadership, take initiative, problem-solve, act independently and as a member of a team, handle multiple tasks simultaneously, and prioritize.

Salary:

$42,000 - $47,000 per year

College or Department:

College of Medicine

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8 a.m. - 5 p.m. with occasional evenings and weekends as needed

Application Deadline:

2023-02-02-08:00

Special Instructions to Applicant:

Individuals with disabilities requiring accommodation, please call 561-297-3057. 711
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.
Successful completion of a background check, which may include a motor vehicle check, credit check, fingerprinting or additional screening, is required for the selected candidate prior to the start date.
A resume and a cover letter are required for this position. Make sure to attach these required documents in the Attachments section of the application. Any missing required documents will result in disqualification.