Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet (https://my.it.miami.edu/wda/erpsec/tipsheets/ER_eRecruiting_ApplyforaJob.pdf) .

The Faculty Support Specialist provides support for all faculty across the Gables & Rosenstiel campuses. Serves as the liaison for the Office of Faculty Affairs with all relevant departments, centers, and institutes for all faculty matters including, but not limited to onboarding, promotion & tenure, leaves of absences, and academic appointments. This role coordinates and facilitates the faculty onboarding process; maintaining the standard operating procedure for all new faculty hires.

CORE JOB FUNCTIONS

• Maintains and optimizes standard operating procedures for the new faculty onboarding process.

• Serves as primary point of contact for all departments, centers, and institutes involved in the hiring of faculty.

• Assists with position requisition management and candidate pool tracking.

• Supports candidate application management and ensures accuracy of application classification (i.e. prior worker, internal, etc.).

• Ensures accuracy of offer details and business process utilization (i.e. new-hire, re-hire, transfer, etc.).

• Supports relocation stipend approvals as part of offer approval.

• Coordinates onboarding and training requirements for new faculty.

• Completes, maintains, and audits faculty credentialling/degree conferral by requesting transcripts and degree evaluations.

• Manages special requests such as hire date revisions, changes in faculty status, legal name changes, etc.

• Completes all verification of employment letters and loan forgiveness documents.

• Manages employment authorization/visa documentation, updates faculty record and Form I-9, communicates requirements and expiration of employment authorization to department when applicable.

• Assists in analysis of existing foreign national faculty to ensure compliance with employment and immigration status.

• Directs new faculty members through required documentation for ID cards and parking arrangements.

• Receives all guests in the Office of Faculty Affairs, manages department inbox, and responds to all telephone calls.

• Coordinates with other divisions to secure access to buildings, shared drives and email, set-up office space including phone lines, computer/printer, furniture, etc. as appropriate.

• Works closely with Total Rewards, UMIT, Office of the Provost, School/College HR Partners, and Department Chairs.

• Ensures all promotions, reclassifications, and salary actions are updated.

• Receives and tracks all reappointment, promotion, and tenure dossiers.

• Prepares and sends all reappointment, promotion, tenure clock extension, and tenure award notifications. Updates the faculty record and manages communication to all departments. Assists with the coordination of employee clearance, to include:

• Supports departmental units in obtaining ID cards, keys, etc.

• Guides faculty through the termination process including formal communication to Chair, benefit arrangements, etc.

• Manages retiree recognition process in coordination with the Office of Commencement and Special Projects.

• Manages Emeritus faculty approval process, appointments, and communication.

• Processes and tracks faculty VFRP agreements and communicates to Total Rewards, General Counsel, Office of the Provost, etc.

• Manages reports in Workday to ensure onboarding compliance, education, and faculty data accuracy. Receives, tracks, and processes sabbatical and research leaves. Drafts and distributes secondary appointment letters. Records academic appointment in Workday. Ensures all data is accurate pertaining to new hires, terminations, promotions, etc. Monitors Workday to ensure all new hires are entered correctly. Creates, maintains, and files faculty records. Performs miscellaneous job-related duties as assigned. Adheres to University and unit-level policies and procedures and safeguards University assets.

CORE QUALIFICATIONS

Education:

Bachelor’s degree in relevant field

Certification and Licensing:

Not Applicable

Experience:

Minimum 3 years of relevant experience

Knowledge, Skills and Attitudes:

• Ability to accurately prepare and maintain records, files, reports, and correspondence

• General knowledge of office procedures and operations.

• Ability to analyze, organize and prioritize work under pressure while meeting deadlines.

• Ability to communicate effectively in both oral and written form.

• Skill in collecting, organizing, and analyzing data.

• Ability to exercise sound judgment in making critical decisions.

• Ability to prepare financial and accounting records.

  The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.

Job Status:

Full time

Employee Type:

Temporary

Pay Grade:

A5