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Coordinator, Faculty and Staff Affairs for the College of Medicine Dean's Office
Florida Atlantic University in Boca Raton, Florida
 
 
Apply
 
Date Posted 11/23/2021
Category
Faculty-Medicine-Other Medicine
Employment Type FullTime
Application Deadline Open until filled
 
 
 
 
 

Apply now to join FAU on its race to excellence.

For more information on everything FAU has to offer, please visit www.fau.edu/jobs . 

Position Summary:

The College of Medicine at Florida Atlantic University seeks scholars 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.

With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, FAU is pushing the boundaries of higher education. Florida Atlantic's faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art, and technology in all disciplines. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes.

Florida Atlantic University is seeking a Coordinator, Faculty and Staff Affairs for the College of Medicine Dean’s Office, Boca Raton, FL.

Summary of Responsibilities Include:

  • Serve as a COM Recruiting Partner for all Faculty, Staff and Postdoctoral appointments and liaison with department coordinators, supervisors, Recruitment Services, and Classification and Compensation. Review and process appointments and requests (initiate business processes, create templates, etc.), assist in the review and editing of position descriptions and posting details, place external advertising, review and submit hiring review requests in accordance with Provost Office, Human Resources (HR), Office of Equity and Inclusion (OEI), and COM procedures, submit background check requests, complete first offer letter drafts, and liaise with university central units/offices as needed.
  • Liaise with department/unit coordinators to ensure a complete workflow for recruitments, appointments, modifications, and terminations to faculty, staff, and postdoc appointments via Workday as well as in accordance with COM and University procedures. Utilize COM custom reports to track and monitor business processes within Workday. Serve as a liaison for department coordinators and supervisors on any appointment related questions, issues, and processes. 
  • Serve as the primary HR Partner for the Office of the Dean for Faculty and Staff appointments, and other appointments as assigned. Draft and initiate position requests for direct reports to the Dean, initiate and track business processes in Workday, FAU’s Human Capital Management (HCM) program.  Liaise with COM Finance for the processing of annual stipend payments for the Dean’s direct reports and staff awards.
  • Serve as the primary backup HR Partner in processing all COM Workday HCM staff and faculty actions: initiate business processes, track the progress through Workday and liaise with units to resolve issues as needed. Serve as a resource in processing Workday Human Capital Management (HCM) appointment related actions.
  • Serve as a direct liaison with Central HR, OEI, and the Provost’s Office on HCM/HR processes to ensure procedures are followed and completed in accordance with FAU and COM policies. Investigate, troubleshoot, and resolve all HCM issues in Workday and in process flow outside of the system.
  • Serve as the primary timekeeper for the Office of the Dean and as a backup timekeeper for the College of Medicine, as needed. Send and share University timekeeping related announcements to supervisors, as appropriate. Serve as a liaison between COM employees, FAU’s Time and Absence Administrator, and Employee Relations to provide assistance with leave and time-entry questions, including but not limited to FMLA, bereavement leave, and sick leave as needed.
  • In collaboration with the Faculty and Staff Affairs team, assist in managing and responding to inquiries to comdeansoffice, assist in providing specialized training related to Workday HR Partner functions and COM appointment related procedures. Assist and respond to questions related to outside employment.
  • Prepare files (paper and electronic) for digitization in Onbase-Hyland. Assist with implementation of and ongoing maintenance for the COM digitization project.    
  • Liaise with appropriate unit coordinators for verification of employment or licensure for COM
  • Affiliates.
  • Run, format, and save recurring monthly COM Custom reports: Terminations, New Hires, Staffing Changes, Birthdays, etc. Share reports to appropriate COM Units, to include, but not limited to the Dean, Senior Associate Dean for Administration, COM Facilities, COM IT, COM Communications and Marketing, COM JEDI Office, and the Director of Research Operations.
  • Work closely with the Faculty and Staff Affairs team to review and verify faculty evaluations for proper signatures, completion of progress towards promotion forms, etc. and to submit the annual ratings report to the Provost Office.
  • Work closely with the Faculty and Staff Affairs team to schedule and setup College Committee meetings for Faculty Promotion and Tenure. As needed, assist with Interfolio related questions, troubleshoot and resolve issues.
  • Work closely with the Faculty and Staff Affairs team to initiate and monitor business processes in Workday for temporary additional duties, allowances, reclassifications, faculty modifications, faculty promotions, renewals, position updates, title changes, etc., and to notify COM Units of position approvals and changes, and to draft appointment letters and addendums related to modifications and/or renewals.
  • Serve as the primary back up for submitting and maintaining the annual University Faculty Catalog report. Utilize Visio to develop and maintain COM organizational charts as assigned and as needed for accreditation purposes.
  • Respond to information requests from Human Resources, the Provost Office, and COM Units and routinely send announcements (via COMannouncements). Monitor FAU announcements for HR related updates and share with the College as appropriate (via COM Communications Ticket Requests).
  • 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.
  • Provide backup assistance to the Office of the Dean and College as assigned.

Minimum Qualifications:

Master's degree from an accredited institution in an appropriate area of specialization and one year of appropriate experience; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.
Workday experience highly preferred.
Proficiency in Microsoft Office programs such as Excel, Word, Outlook, Visio, and PowerPoint required.
Must be very detail oriented, customer service centric, and be able to handle a high pace environment.
Must have excellent problem solving and analysis skills and be able to complete tasks in a timely manner and track all pending items.
Excellent verbal and written communication skills are essential to the success of this position.

Salary:

$40,000 - $42,000

College or Department:

College of Medicine

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8a.m. – 5 p.m. Occasional evenings and/or weekends as needed.

Application Deadline:

2021-11-29-08:00

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 may result in disqualification.

Apply now to join FAU on its race to excellence.

For more information on everything FAU has to offer, please visit www.fau.edu/jobs . 

Position Summary:

The College of Medicine at Florida Atlantic University seeks scholars 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.

With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, FAU is pushing the boundaries of higher education. Florida Atlantic's faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art, and technology in all disciplines. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes.

Florida Atlantic University is seeking a Coordinator, Faculty and Staff Affairs for the College of Medicine Dean’s Office, Boca Raton, FL.

Summary of Responsibilities Include:

  • Serve as a COM Recruiting Partner for all Faculty, Staff and Postdoctoral appointments and liaison with department coordinators, supervisors, Recruitment Services, and Classification and Compensation. Review and process appointments and requests (initiate business processes, create templates, etc.), assist in the review and editing of position descriptions and posting details, place external advertising, review and submit hiring review requests in accordance with Provost Office, Human Resources (HR), Office of Equity and Inclusion (OEI), and COM procedures, submit background check requests, complete first offer letter drafts, and liaise with university central units/offices as needed.
  • Liaise with department/unit coordinators to ensure a complete workflow for recruitments, appointments, modifications, and terminations to faculty, staff, and postdoc appointments via Workday as well as in accordance with COM and University procedures. Utilize COM custom reports to track and monitor business processes within Workday. Serve as a liaison for department coordinators and supervisors on any appointment related questions, issues, and processes. 
  • Serve as the primary HR Partner for the Office of the Dean for Faculty and Staff appointments, and other appointments as assigned. Draft and initiate position requests for direct reports to the Dean, initiate and track business processes in Workday, FAU’s Human Capital Management (HCM) program.  Liaise with COM Finance for the processing of annual stipend payments for the Dean’s direct reports and staff awards.
  • Serve as the primary backup HR Partner in processing all COM Workday HCM staff and faculty actions: initiate business processes, track the progress through Workday and liaise with units to resolve issues as needed. Serve as a resource in processing Workday Human Capital Management (HCM) appointment related actions.
  • Serve as a direct liaison with Central HR, OEI, and the Provost’s Office on HCM/HR processes to ensure procedures are followed and completed in accordance with FAU and COM policies. Investigate, troubleshoot, and resolve all HCM issues in Workday and in process flow outside of the system.
  • Serve as the primary timekeeper for the Office of the Dean and as a backup timekeeper for the College of Medicine, as needed. Send and share University timekeeping related announcements to supervisors, as appropriate. Serve as a liaison between COM employees, FAU’s Time and Absence Administrator, and Employee Relations to provide assistance with leave and time-entry questions, including but not limited to FMLA, bereavement leave, and sick leave as needed.
  • In collaboration with the Faculty and Staff Affairs team, assist in managing and responding to inquiries to comdeansoffice, assist in providing specialized training related to Workday HR Partner functions and COM appointment related procedures. Assist and respond to questions related to outside employment.
  • Prepare files (paper and electronic) for digitization in Onbase-Hyland. Assist with implementation of and ongoing maintenance for the COM digitization project.    
  • Liaise with appropriate unit coordinators for verification of employment or licensure for COM
  • Affiliates.
  • Run, format, and save recurring monthly COM Custom reports: Terminations, New Hires, Staffing Changes, Birthdays, etc. Share reports to appropriate COM Units, to include, but not limited to the Dean, Senior Associate Dean for Administration, COM Facilities, COM IT, COM Communications and Marketing, COM JEDI Office, and the Director of Research Operations.
  • Work closely with the Faculty and Staff Affairs team to review and verify faculty evaluations for proper signatures, completion of progress towards promotion forms, etc. and to submit the annual ratings report to the Provost Office.
  • Work closely with the Faculty and Staff Affairs team to schedule and setup College Committee meetings for Faculty Promotion and Tenure. As needed, assist with Interfolio related questions, troubleshoot and resolve issues.
  • Work closely with the Faculty and Staff Affairs team to initiate and monitor business processes in Workday for temporary additional duties, allowances, reclassifications, faculty modifications, faculty promotions, renewals, position updates, title changes, etc., and to notify COM Units of position approvals and changes, and to draft appointment letters and addendums related to modifications and/or renewals.
  • Serve as the primary back up for submitting and maintaining the annual University Faculty Catalog report. Utilize Visio to develop and maintain COM organizational charts as assigned and as needed for accreditation purposes.
  • Respond to information requests from Human Resources, the Provost Office, and COM Units and routinely send announcements (via COMannouncements). Monitor FAU announcements for HR related updates and share with the College as appropriate (via COM Communications Ticket Requests).
  • 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.
  • Provide backup assistance to the Office of the Dean and College as assigned.

Minimum Qualifications:

Master's degree from an accredited institution in an appropriate area of specialization and one year of appropriate experience; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.
Workday experience highly preferred.
Proficiency in Microsoft Office programs such as Excel, Word, Outlook, Visio, and PowerPoint required.
Must be very detail oriented, customer service centric, and be able to handle a high pace environment.
Must have excellent problem solving and analysis skills and be able to complete tasks in a timely manner and track all pending items.
Excellent verbal and written communication skills are essential to the success of this position.

Salary:

$40,000 - $42,000

College or Department:

College of Medicine

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8a.m. – 5 p.m. Occasional evenings and/or weekends as needed.

Application Deadline:

2021-11-29-08:00

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 may result in disqualification.
Apply
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