Job Description Summary: The Office of Academic Affairs is responsible for creating and maintaining all faculty records. The Office of Academic Affairs is also responsible for all pre-payroll compensation processes including creating and distributing contracts or letters of appointment, coordinating details such as compensation included in contracts or letters of appointment, and communicating with academic units and individuals. The coordinator is responsible for these processes and functions related to adjunct faculty, worldwide.
The coordinator works closely with all academic units worldwide to ensure accurate and current faculty records. The coordinator works closely with all U.S. academic units to ensure all process steps are completed, deadlines are met, and letters contain accurate information. The coordinator also works directly with adjunct faculty, responding to questions and concerns. The coordinator reports to the Director, Academic Resources and Planning.
Minimum Qualifications Two years of college coursework and/or equivalent experience. Excellent technology skills; experience and aptitude using multiple ERPs, Microsoft Office, databases, and other software. Highly detailed and accurate. Ability to meet stringent deadlines. Strong communication skills that contribute to ability to effectively interface with faculty, academic leadership, and the University community. Confidentiality required. Ability to work independently with minimal supervision. Previous higher education experience a plus.
Essential Duties Manages faculty records (CX and SharePoint) Note: CX is Webster Universitys ERP system. o Creates and maintains faculty records in CX, includes demographic information, credentials, work history, and course approvals. o Maintains CX data fields related to active/inactive status, production of letters of appointment, and fields that allow academic units to assign faculty to courses. o Works with academic departments and campuses to ensure curriculum vitae, transcripts, and approvals to teach are complete and current. o Updates SharePoint with current curriculum vitae, transcripts, and approvals as needed. o Audits credentials to ensure academic credentials, approvals to teach, and teaching assignments align. Works with departments and campus to correct, as needed. Manages letters of appointment processes for adjunct faculty. o Works within a firm deadline to ensure all teaching/work assignments are communicated to payroll within the necessary time frame to meet published pay dates. o Works closely with departments and campuses to ensure all courses have approved faculty assigned to them in CX; distributes reports for review to minimize errors. o On a set schedule, freezes data for transmission to payroll in a file format and to individual adjuncts as emailed letters of appointment. o Revises information to payroll and letters of appointment as needed. o Creates manual letters of appointment for work outside programmed processes as needed. Coordinates Faculty Approval to Teach process (each faculty member must be pre-approved to teach each course assigned). o Facilitates review of requests, coordinating with campuses making the requests and academic departments reviewing the requests. o Ensures outcomes are communicated. o Updates records and credentials. o Updates forms and process as needed. Liaison to IT o Programs used to produce files for payroll and letters to adjuncts are complex. Coordinator works closely with IT to implement new policy or process to ensure continuity of work. o Works with IT to solve any bugs or issues that may arise related to CX and CX processes. o Collaborates with IT to ensure reports are updated as business changes. Serves Adjuncts o Key contact for adjunct questions and concerns. Information requests o Responsible for submitting accurate information for the adjunct faculty listing for University graduate catalog and faculty directories. o Provides years of service information for adjuncts. o Reviews and verifies credentials, teaching history, and other pertinent information. Ad hoc reporting of a wide range of faculty data, as needed. May be asked to participate in or serve on committees, special projects, or teams. Other duties as assigned.
Webster University is committed to creating a diverse environment and is proud to be an equal opportunity employer. We are committed to maintaining a culturally and academically diverse faculty and staff of the highest caliber. Accordingly, Webster University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, ethnicity, age, protected veteran or disabled status, genetic information, or any other characteristic protected by applicable law.
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With its home campus in St. Louis, Missouri, USA, Webster University comprises an action-oriented global network of faculty, staff, students and alumni who forge powerful bonds with each other and with their communities around the globe. Founded in 1915, Webster is a private non-profit university with students studying at campus locations in North America, Europe, Asia and Africa and in a robust learning environment online. The university is committed to ensuring high-quality learning experiences that transform students for global citizenship and individual excellence.