Job Description:

The Faculty Affairs Coordinator coordinates and manages the academic appointment and human resource process for the School of Public Health.  The Faculty Affairs Coordinator is the primary contact for the schoolâ™s departments and centers for faculty appointments.   The position prepares and monitors the documentation required for faculty appointments and other related actions, and is responsible for coordinating the workflow required for review and approval. The Faculty Affairs Coordinator provides support for the Schoolâ™s submissions to the Tenure, Promotion, and Appointments Committee (TPAC), the Public Health Faculty Appointments Committee (PHFA), faculty searches, and annual salary process.  

The position serves as a critical point of contact for the office and proactively coordinates incoming communications. The incumbent coordinates various administrative functions, monitors critical phases of important projects and is relied upon to research, analyze and communicate effectively in support of the work of the deans and other senior staff within the office. The Faculty Affairs Coordinator regularly deals with complex planning of highly sensitive and confidential matters, which requires tact and good judgment.

Major Responsibilities:

â‹Provide high level administrative and organizational support for the appointment process for School of Public Health faculty appointments. Coordinate incoming communication and managing process timelines for all faculty and postdoctoral searches and appointments, promotions, sabbaticals, and annual review process. Manage process for all affiliate appointments and reappointments.  60%

Supporting Actions:

• Anticipate needs, collect data and information, and provide critical support to the School of Public Health Departments and Research Centers.
• Work closely with staff in departments and research centers to complete documentation for faculty appointments and related actions.
• Track timelines and coordinate the workflow required for review and approval of all faculty actions, e.g. searches, hires, appointments, leaves, promotions.
• Process and distribute incoming documents and information to other staff as appropriate and follow-up as needed to ensure responses are completed accurately and on time.
• Prepare, manage, and distribute correspondence with faculty and faculty affiliates regarding their actions.
• Track and record all actions with a high degree of attention to detail and accuracy.
• Process new postdoctoral searches, hires, appointments, and reappointments.
• Intersect with staff and administrators from other offices, including the Dean, Associate Dean for Research, Associate Dean for Diversity and Inclusion and the Associate Dean for Academic Affairs.
• Correspond as needed with Faculty Affairs offices in other divisions to ensure consistency of application of University policy.
• Provide scheduling and support for faculty affairs meetings and committees, including School wide Faculty Meetings, PHFA meetings, and other routine and ad hoc meetings as needed.
• Respond to inquiries in a timely manner, appreciating the need for confidentiality, using discretion and a high level of service.
• Coordinate faculty search expenses and faculty moving expenses, and serve as vendor liaison for faculty moving expenses.
• Other duties may be assigned as needed.

Workday transactions update for both academics and human resource transactions for faculty.  30%

Supporting Actions:

• Review incoming non-regular faculty appointment requests and initiate appointment letters in Workday.
• Process appointment transactions and HR transactions related to faculty actions including payroll, employment, named professorships, and appointment specifics.
• Be apprised and up to date on all HR policies and faculty appointment policies and processes to ensure entering in data correctly. 

Projects and ad hoc needs 10%

Supporting Actions:

• Contribute to the development and revision of faculty affairs policies and practices.
• Assist with data review and audits to ensure data integrity.
• Report on faculty actions as needed for presentations, corporation reports, CEPH, and ASPPH.
• Participate in and help with appointment review changes.
• Manage faculty affairs website and all uploaded documentation.
• Assist with merit review process for faculty by summarizing faculty activity reports and reviewing center and department leadership reviews.

Decisions Position is free to make and Scope of Position:

Decisions Position is Free to Make

• Prioritize daily work and assignments
• Prioritize issues and concerns requiring the attention of the deans and other senior administrators
• Spreadsheet formats and methods used to collect data for assignments and reports
• Initiate communications to manage effective work flow

decisions that depend on positionâ™s advice:

• Final version of correspondence and communications
• Resolution of conflicting priorities
• Effective use of resources
• Department policies and procedures

Scope of Position

• 4 academic departments, 13 centers within the School of Public Health
• ~110 regular faculty appointments, ~190 affiliated appointments, ~30 postdoctoral appointments, ~10 searches each year, 10-15 promotions each year. Expected growth within the school in the coming years.

Job Qualifications & Competencies:

• Bachelorâ™s degree and 2 to 3 years of related experience or equivalent combination of skills and experience.  Work experience in a university setting preferred.
• Very strong organizational, administrative and time management skills.  Initiative and judgment to independently problem solve and prioritize. The ability to independently develop and implement short and long term goals.  Ability to work independently, but also as a strong team member when the situation warrants.
• Analytic and critical thinking skills.
• Confident and highly professional public relations and interpersonal skills.  Effective oral and written communication skills and good command of English language and grammar.
• Discretion, tact, and ability to respond appropriately to different audiences (faculty, staff) regarding sensitive and confidential matters
• Ability to research, analyze and summarize information.
• Comfort working in multitasking environment.
• Computer expertise and continued interest in maintaining skills: Computer proficiency in word processing, including knowledge of Microsoft Word, Excel, Outlook and familiarity with the World Wide Web. High familiarity with Google platform.

ADA Physical Requirements:

• Requires ability to read

• Must remain in stationary position for long periods of time at desk or computer

• Occasionally climb stairs

• Requires moving around campus and office

• Requires occasionally standing, sitting, walking; using hands to finger handle, or feel objects, tools of controls; reaching into hands and arms; climbing stairs; hearing; talking

• Operates a computer and other office equipment

• Lift/Carry/Push/Pull up to 25 pounds

Additional Information:

Brown University is committed to advancing diversity, inclusion, and equity. The School of Public Health is committed to fostering a diverse and inclusive working and learning community of faculty, staff, and students. We embrace diversity along its many dimensionsâ”including race, ethnicity, sex, religion, socio-economic background, sexual orientation, gender identity, physical ability, and other aspects of identity. In your cover letter or in a separate statement, we ask that you address how your past and present work demonstrates accomplishments in and a commitment to diversity, inclusion, and equity, and how you intend to show this commitment in your role as Director of Human Resources. We value the different ways this might be demonstrated including in teaching, team-building, mentoring, service and community engagement.

 

Candidates from historically under-represented groups, including but not limited to, women as well as racial and ethnic minorities, are particularly encouraged to apply. Brown University is an Affirmative Action/Equal Opportunity Employer.

Brown University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender identity, sexual orientation, national origin, age, disability, genetic information, religion, political affiliation, marital or partnership status, parental status, military service, or any legally protected characteristics. The University embraces diversity and celebrates difference. Like all employees of Brown, this position requires a strong commitment to promoting diversity and inclusion.

All offers of employment are contingent upon a criminal and educational records check satisfactory to Brown.

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Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?

If you have any questions you may contact employment@brown.edu.

EEO Statement:

Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.