Faculty Data Specialist

St. Olaf College - Northfield, MN (30+ days ago)4.2

To ensure that all faculty appointments are processed accurately, efficiently, and in a timely manner. This work involves managing databases that contain essential data for the academic division, supporting the faculty recruiting processes, and assisting the Associate Provost with projects.

Input data and maintain accuracy in the databases - 40% of time
Update the long-term FTE spreadsheet, running reports to ensure department FTEs are in compliance with the staffing plan and work with representatives of the Registrar’s Office to reconcile staffing plan/database information with the FTE assigned in the Student Information System (class and lab)
Ensure that the Faculty database reflects accurate salary information, sabbaticals, etc., and synchronizes with the HRIS database; generate reports for the Provost and Chief Financial Officer; and support the Associate Provost in preparation of the annual compensation budget for the faculty
Extract data/create queries and prepare reports as needed

Manage the information and processes for faculty appointment, reappointments, renewals and subsequent appointments - 30% of time
Generate all letters of faculty appointment and disseminate in a timely manner to appropriate individuals
Verify credentials of new faculty hires, ensure that they have been given the appropriate new employee paperwork and forms, and alert IT of their appointment status for assigning email and computer access
Notify faculty, department chairs, and directors of deadlines for all faculty reviews and reappointments and renewals and ensure submission
Prepare the appropriate annual salary letters for all faculty
Manage faculty personnel files, including filing of information via document imaging

Support search committees and the Associate Provost in faculty recruitment - 10% of time
Prepare external ads for tenure track positions
Coordinate the posting of job advertisements for tenure track and term positions
Train and support faculty and AAAs in the use of the applicant tracking system
Act as liaison to applicants and references with the online application process, and also as a liaison to communicate directly with systems representatives
Manage and track the progress of faculty searches in the applicant tracking system
Update and maintain the Faculty Recruitment Guide in print and on the website

Provide support for the operations of the Office of the Provost - 10% of time
Provide general office support for the Associate Provost (calendar management, arranging meetings, filing, etc.)
Serve as the liaison to Information Technology for the administrative units that report to the Provost’s Office
Oversee the Provost’s Office document imaging projects
Provide back-up support for the Budget Analyst
Assist the Executive Assistant to the Provost and Dean of the College in maintaining and updating the office website
Perform other responsibilities as assigned

Collaborate with Human Resources and Payroll Offices - 5% of time
Track faculty appointments, exchange and file faculty personnel information and provide back-up support during periods of absences and peak workflow
Coordinate and share faculty personnel information

Supervisory Responsibilities - 5% of time
Supervise student workers in the Provost’s Office

Skill in completing tasks accurately and with attention to detail
Ability to always greet constituents in a polite, courteous and helpful manner
Ability to establish and maintain a good rapport and to work collaboratively with college faculty and staff, students, and constituents
Skill in computer applications including word processing, spreadsheet, and database software
Skill in databases to include: data entry, import, and export; creation of tables, queries, forms, and reports
Ability to communicate effectively in both oral and written form
Ability to stay organized while changing priorities and managing multiple items concurrently
Ability to work effectively as part of a team
Ability to prioritize effectively and follow through on tasks in a timely manner
Ability to handle and process confidential information with discretion
Ability to deal with pressure situations
Ability to work independently or with minimal supervision
Ability and willingness to support, respect and commit to embracing diverse backgrounds, values and points of view to build a strong and inclusive community including faculty, staff, students and constituents

Required Qualifications:REQUIRED QUALIFICATIONS:
Education: Associates degree or equivalent work experience

Experience: 3+ years of administrative experience in an office environment; experience working with Microsoft Access, Excel, and Word; experience working with databases and managing high volumes of data

Education: Bachelor’s Degree

Experience: 5+ years of administrative experience; advanced Microsoft Access and Excel skills; experience working in higher education; experience working with Lawson or other HRIS systems

Type of Position:
Staff - Full-time Regular


Months per Year Position Will Work:

Open Until Filled:
Open Until Filled

Shift (Days/Hours):
Monday - Friday, 8:00 a.m. – 5:00 p.m.

Salary Hiring Range: