Faculty Services Manager

3 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Faculty Services Manager is responsible for ensuring the accuracy and timeliness of appointments and academic processes for the Faculty of Arts. This position independently supports governing and administrative councils and committees and provides support to the senior management team for data management and integration across a wide range of functional areas. The incumbent provides confidential advice and guidance consistent with policies, procedures and best practice. The Faculty Services Manager provides institutional memory and stability, keeps record of the governance and administration of the Faculty, ensuring adherence to related policies, procedures and ensuring continuity between successive administrations.

**Responsibilities**:
Administration of appointment procedures and academic processes
- Is responsible for administering or overseeing all faculty and non-faculty appointments for the Faculty of Arts including tenured, probationary, definite term, special lecturer, research, visiting, post-doctoral fellow and adjunct appointments; supervises appointment related paperwork (if work is done by others) and ensures accuracy and timely completion of the process
- Works closely with the Faculty Services Coordinator and the Executive Assistant to the Dean, providing managerial guidance and support where needed
- Troubleshoots questions on appointment types, and makes recommendations to senior leaders
- Supports faculty recruiting efforts including managing Job Bank postings and acts as the liaison with Immigration Services on the hiring of foreign nationals
- Provides initial review of submissions to the University Appointments Review Committee (UARC)
- Manages the tenure and promotion process including committee membership, liaises with external examiners, prepares materials for distribution to the Faculty Tenure and Promotion Committee (FTPC) and University Tenure and Promotion Committee (UTPC), schedules meetings and records minutes
- Manages process for Faculty Performance Review
- Oversees process for sabbatical and other leaves of absence
- Expert on policies, procedures and guidelines on appointments and academic processes
- Provides coaching and support to administrative staff in the academic units on the interpretation of policies, and administration of academic processes
- Manages administrative appointments for senior leadership roles in the Faculty
- Acts as a resource within the Faculty of Arts on the administration of all academic matters related to appointments, tenure and promotion, sabbaticals and other leaves
- Identifies opportunities to streamline existing processes; investigates and supports the transition from paper-based to electronic systems

Administrative leadership on committees
- Provides leadership and guidance (directly and with the Executive Assistant) to various governing bodies and administrative committees
- Represents Dean’s office on Department Chair Nominating Committees, works with Executive Assistant on committee membership and required documentation
- Acts as back up support to Arts Faculty Council (AFC), Arts Honours and Awards Committee (AHA), Arts Endowment Fund (AEF)
- Initiates communication with departments and other Faculties to solicit members as required for various committees and administrative appointments
- Oversees meeting logistics including room bookings, catering, etc.
- Prepares agenda and related materials for distribution to committee members, manages presentation needs, and related equipment
- Prepares official correspondence on behalf of committees, tracks and reports on progress of action items, and maintains the institutional record for the Faculty

Records management and training
- In collaboration with Academic Support Units, facilitates information sharing and coaching to Faculty and staff on policies and processes related to Academic activities
- As directed by the Executive Officer, implements the action plans and training resulting from the Faculty’s operational plan
- Translates results of routine data analysis into reports and presentations
- Supports existing and initiates new datasets; maintains relevant data files
- Extracts and verifies data for membership and voter lists
- Develops processes to track Faculty agreements (records), related to, but outside of employment agreements

Other administrative functions, including but not limited to
- Supports the activities of the Executive Officer and Faculty Administrative Officer as required
- Supports time sensitive key accountabilities of several administrative roles within the Office of the Dean of Arts as needed to ensure exceptional service to academic, administrative support units and campus partners
- Works collaboratively with the Executive Assistant and the Faculty Services Coordinator

Qualifications:

- Bachelor’s degree preferred. Equivalent combination of education and experience may be considered
- Minimum of 5 to 7 years of progressive responsibility

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