Faculty Affairs Coordinator

American University; United States; Hybrid; USD 39,000 - 41,000; Full time

Benefits offered by this job

Hybrid work model

On-site 3-4 days/week

AU benefits package

Job summary

American University in Washington, DC seeks a detail-oriented coordinator to manage the School of Communication’s faculty actions, including adjunct and visiting scholars, full-time appointments, leaves, searches and awards.

The role maintains master faculty databases, directories and calendars, prepares stipend and payroll actions, drafts memos, and serves as a liaison to the Dean’s Office, HR, Payroll and ISSS. On-campus presence is required for the first month.

Qualifications

• Bachelor's degree required.
• 1–3 years of relevant experience.
• On-campus presence required for the first month.

Responsibilities

• Coordinate processing of faculty actions for SOC (full-time, term, visiting, postdoc).
• Maintain faculty records and prepare payroll actions.
• Draft memos for administrative appointments and awards.
• Support faculty recruitment processes and candidate travel logistics.
• Create SOC master schedule for faculty actions and manage voting minutes.

Skills

Interpersonal skills

Written communication

Organizational skills

Multitasking

Teamwork

Diversity & inclusion

Discretion

Education

Bachelor's degree

Tools

Excel

PowerPoint

Internet research

Job description

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world.

Department: School of Communication

Time Type: Full time

Job Type: Regular

FLSA Status: Non-Exempt

Work Modality: Hybrid 01 (On Campus 3-4 Days/Week)

Union: Excluded

Job Description Summary

This position manages the School of Communication’s (SOC) faculty actions involving part-time (adjunct and visiting scholars) and full-time appointments, reappointments, promotions, leaves, searches and awards. The coordinator produces key academic analyses and management reports and manages other administrative matters for SOC’s Associate Dean for Academic Affairs and Associate Dean for Faculty Affairs. The incumbent is responsible for maintenance and updating of master faculty databases, directories and the SOC faculty actions calendar. This position also serves as SOC’s liaison to the Office of the Dean of Faculty, the Office of Human Resources, Payroll, and the Office of International Student and Scholar Services. The position helps the Dean’s Office ensure faculty compliance with AU and SOC policies and regulations.

Essential Functions

Faculty Actions

• Coordinate the processing of full time, term, in-residence, postdoctoral/postgraduate research fellows, and international visiting scholar faculty actions on behalf of the Dean’s Office, School of Communication.
• Ensure accuracy and compliance with University regulations.
• Work with the SOC division directors and program directors and faculty on faculty actions, leaves, recruitment and rank and tenure matters.
• Maintain faculty records and prepare full-time faculty stipend, supplemental salary, and adjunct payroll actions.
• Draft Dean’s memos for faculty administrative appointment agreements.

Faculty Recruitment and Hiring

• Coordinate faculty searches and provide guidance and direction to division directors and search committees on faculty recruitment procedures, including advertising, affirmative action compliance and document retention, to ensure proper procedures are followed by all participants.
• Communicate with applicants and search committee members throughout the search process.
• Provide administrative support for searches as needed (e.g., makes arrangements for candidate travel and lodging, meals, room reservations; develops and manages candidate itineraries).
• Review offer letters, contracts and new appointment files for accuracy and completeness.
• Process hiring actions.

Academic Affairs Administrative Support

• Manage administrative functions under the guidance of the Associate Dean to support academic affairs activities.
• Create and implement a SOC master schedule for faculty actions during the academic year.
• Act as a School resource on University Faculty Regulations, as well as School and division processes.
• Record minutes at SOC faculty meetings and manage faculty voting process.

Reporting and Data Management

• Record minutes at SOC faculty meetings and manage faculty voting process.
• Maintain and update master full-time faculty contact databases, listservs and faculty directories.
• Update faculty workload report and track and analyze faculty externally funded allowable research effort and course buyouts.
• Provide annual and other (e.g., course load) reports to the Dean and the Associate & Assistant Deans as required for internal review processes and other activities.

Other Duties As Assigned

Other duties and services assigned to support of the School’s strategic priorities.

Competencies

• Prioritizing and Organizing.
• Acquiring and Analyzing Information.
• Serving Customers.
• Displaying Creativity.
• Supporting Coworkers.
• Championing Customer Needs.

Position Type/Expected Hours of Work

Full-time.

35 hours per week.

Some occasional evening and weekend work may be required.

Salary Range

$28.00 - $30.00 per hour.

Required Education and Experience

Bachelor's degree.

1 - 3 years of relevant experience.

Preferred Education and Experience

2 - 4 years of relevant experience.

Additional Eligibility Qualifications

• Employees in the School of Communication are required to work on campus in a full presence modality for the first month of their employment.
• Excellent interpersonal and written communication skills.
• Strong organizational skills with proven ability to multi-task and work independently to complete tasks in a dynamic environment.
• Demonstrated ability to successfully work as a member of a team in a community that values and actively supports diversity and inclusion.
• Good judgement and discretion with sensitive and confidential matters.
• Advanced computer proficiency required, including knowledge of building and manipulating spreadsheets in Excel, creating and editing presentations using PowerPoint, and the ability to conduct Internet research.
• Must be able to take initiative, prioritize, and complete work with minimal supervision in a fast-paced environment.
• Knowledge of higher education policies regarding faculty compensation, collective bargaining agreements, research administration a bonus.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package.

Other Details

Hiring offers for this position are contingent on successful completion of a background check.

Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

American University is an E-Verify employer.

Equal Opportunity Statement

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

American University is a student centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world.