PSS3, Personnel Administrative Assistant

Stockton University - Township of Galloway, NJ4.4

30+ days ago
PSS3, Personnel Administrative Assistant

.Main Campus

Job Category:

VP Academic Affairs (210005)

$61,041.43 is maximum salary for external candidates

Work Hours:
M - F - 9:00 a.m. - 5:00 p.m.

Posted Date:

Closing Date:

Under the direction of the Provost, the Personnel Administrative Assistant (PSS3) will be responsible for the following:

Assist with Faculty, Professional Staff, and Managerial Reappointment Processes.
Provide training for deans’ staff on e-evaluation
Maintain the “Faculty & Staff Evaluation Results” spreadsheet
Gather documents from schools, summary forms, and communicate with President’s office, HR and internal constituents for all new appointments
Handle searches for direct reports to Provost, working with search chair and Budget Administrative Assistant
Maintain AA organizational chart
Maintain sabbatical information, tracking information by semester
Coordinate Faculty Retirement Incentive Program – FRIP including Emeriti status

Other Personnel Actions/Reports
Manage Post-Tenure Review Electronic process
Maintain faculty tenure cohort progression spreadsheet and snapshot reports, which includes sending faculty information requests and updating snapshots faculty reports

Provide data relating to personnel to the Office of the Provost and the Office of the President, as requested.

Personnel Actions Calendar: Collaborate with Associate Provost to review drafts, and ensure accuracy, legality (AFT guidelines for faculty & professional staff) and sensibility of details for dissemination to University population.

Evaluation Committee: serve on committee as constant contact with IT administrators as well as liaison between IT and administrative and faculty users; make recommendations for changes and improvements.

IDEA Faculty Evaluation: process each semester of teaching evaluations, including summer and aggregate spreadsheet and distribution of results.

Other Administrative Duties:
Coordinate Academic Affairs snapshots for Board of Trustees– (in Scholarly Review and new format)
Assist the Associate Provost with Fellow & Director nomination process and maintain Program Coordinator/Director spreadsheet.
Assist with, and attend, events sponsored by the Office of the Provost, Academic Affairs, or the University.
Serve as back-up to for Divisional Timesheet Approval.

Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

Position Qualifications

Excellent interpersonal verbal and written communication skills.
Strong organization skills and attention to detail.
Proficiency in Microsoft Office Suite programs, particularly Excel, is required.
Proficiency in Banner and Discoverer is required.
Excellent time management skills, with the ability to accomplish a variety of projects under strict deadlines.


Bachelor’s degree from an accredited college or university is preferred.
3-5 years’ work experience in Higher Education Administration may be substituted in place of degree.
Prior experience managing personnel processes is preferred.

How To Apply:
Only electronic documents will be accepted. Please complete the on-line application in addition to providing the following required documents. All required documents must be submitted in order for your application to move forward. You may upload documents using: Word document or PDF.

A letter of interest describing specific skills and experiences
A current resume
A list of 3 professional references (included in the application): Name, Company, Email address and phone.

Required Documents:
Letter of Interest, Resume