Staff Associate, Coordinator Of Human Resources And Academic Faculty Support - Fitchburg State University

Job Description:

GENERAL STATEMENT OF DUTIES: Serves as a confidential member of the Human Resources staff and is responsible for the personnel items as it relates to the faculty/librarians collective bargaining agreement. Works closely and collaboratively with the Director of Human Resources, Vice President/Human Resources & Payroll Services, Provost/Vice President of Academic Affairs, academic deans and department chairs. Responsible for processing part time adjunct faculty hiring contracts and preparing payroll spreadsheets. Manages and monitors compliance activities, reporting, data compilation, faculty recruitment, faculty personnel actions, etc. Provides guidance to chairs/deans regarding policies, procedures and contractual language as it relates to personnel items within the MSCA agreement. Assists with Human Resources projects and processes to streamline business practices.

DUTIES & RESPONSIBILITIES:

Search & Hiring, Onboarding:

• Assists the Office of Human Resources and Payroll Services with day to day operational needs while providing exemplary customer services to the varying constituents served.

• Work collaboratively with stakeholders, identify optimal and creative methods of recruitment for all faculty/librarian positions, build relationships with academic departments and assist with their recruiting efforts.

• Advise deans, department chairs and search committees on proper protocols, according to collective bargaining agreements and hiring processes. Responsible for posting and advertising positions.

• Direct search committee's on: hiring process including but not limited to, reviewing evaluation criteria and performance based interview questions. Ensure that evaluation of applicants are in accordance with qualifications listed and assess our diversity goals.

• Trains search committee members on: implicit bias and behavioral interviewing. Review applicant pools to ensure that searches are being conducted in a fair and equitable manner according to the university's guidelines and policies..

• In collaboration with the Division of Academic Affairs, identify and establish recruitment networks to increase diverse applications; provide guidance in targeted outreach with Historically Black Colleges/Universities, Hispanic-Serving Institutions, diverse publications and graduate schools.

• Coordinate search services with the dean, department chair and search chair to attract quality candidates, including initial strategy meetings to discuss recruitment needs and strategies to ensure a highly qualified and diverse applicant pool.

• Conduct recurring faculty planning meetings with academic leaders to create program-specific recruiting strategies to meet current and projected faculty needs.

• Develop strong working knowledge of all academic programs.

• Review completed search documents to ensure compliance with Affirmative Action guidelines and bargaining union contracts. Present findings to the Director of Human Resources for final processing.

• Work with the HR team to utilize data analytics to develop a focused strategic plan to recruit and hire talented employees.

• Serve as the primary contact for the faculty and librarian unit to support the academic deans and chairs regarding the academic personnel calendar; ensures contractual deadlines are met, required documentation is completed as prescribed by the contract in collaboration with HR and Academic Affairs

• Collaborate with the Coordinator of Contract Employment as it relates to all adjunct hiring; ensure onboarding is finalized, monitors the new employee online orientation process.

• Process faculty hiring documentation in collaboration with the Provost/Vice President for Academic Affairs and academic Deans; prepares for the new hire onboarding process in collaboration with the HR team.

• Process personnel actions pertaining to full time benefited faculty/librarian positions. (e.g. resignations, retirements, sabbaticals, reappointments, etc.) and other relevant actions.

Faculty Affairs:

• Assist Deans and peer evaluation committees, tenure committees, and the committee on promotions regarding contractual guidelines.

• Maintain and track faculty/librarian salary data sheets to provide payroll with updated accurate salary information for implementation of contractual salary adjustments.

• Perform data entry and collection of pertinent information related to full/part time faculty/librarian using Banner, Tools 4 Ever and Commonwealth Information Warehouse.

• Prepare adjunct contract information to be provided to payroll for processing payment.

• Generate reports for compliance with collective bargaining agreements or internal needs.

• Respond to inquiries from the university community, as well as external constituents regarding interpretation of policies and procedures as it relates to the faculty/librarian contract within the purview of this role.

Department Support Duties:

• Assists the Vice President with employee immigration processing, and serves as primary liaison with legal.

• Lead special projects as required and assigned by the Vice President for Human Resources & Payroll Services and Director of Human Resources.

• Work collaboratively with Marketing & Communications, and other stakeholders, develop materials that will enhance and maximize recruiting efforts.

• Serve as a backup to maintain and update the department website.

• Responsible for maintaining employment website related to faculty/librarian and part time adjunct employment, including but not limited to, resources for hiring managers and search committees web pages.

• Monitor HR advertising budget and assist as needed in entering requisitions for all advertising related purchases.

• Prepare and/or design standard and specialized reports.

• Respond to questions from employees and the public concerning HR matters and serve as back up to department staff during periods of absences or peak periods

• Performs other duties as assigned within the office of Human Resources and Payroll Services.

Requirements:

• Bachelor's degree in Business Administration, Management, Human Resources or other related field; experience within higher education may be substituted for degree requirements pending years of experience and qualifications, union experience desired; 3-5 years of experience within a busy office environment highly desired.

• Highly organized person, attention to detail with proven record and ability to work on several tasks and projects simultaneously and meet strict deadlines is pertinent to the success in the role.

• Experience with interpreting and communicating policies, procedures and varying information in a clear and concise manner to varying constituents; experience with collective bargaining preferred.

• Possess strong technical skills with the ability to maintain compatible and complementary electronic systems; analyze and understand data utilizing different software applications to generate reports and materials.

• Ability to exercise sound judgment, work independently and as part of a team; understand, explain and apply university and departmental policies.

• Excellent problem-solving skills and the ability to compose effective correspondence to varying levels of administrators and academics within the university.

• Ability to interact with a broad range of constituents on campus.

• Understand the values of the university and work practices and procedures.

• Ability to perform above duties with or without reasonable accommodation.

• Satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check), a SORI and a complete background check satisfactory to the university.

PREFERRED QUALIFICATIONS:

• SHRM CP/SCP- PHR/SPHR Certification or similar.

• Experience with change and project management.

• Demonstrated experience in higher education and administration of bargaining unit policies and procedures.

• English and Spanish verbal and written communication proficiency.

• Demonstrated multicultural competence.

Additional Information:

This is a full-time, benefited, exempt, professional non-union position. The annual salary range for this position is $70K - $74K. Application deadline is July 14, 2024, however applicant review will begin immediately.

Fitchburg State reviews all staff positions to assess the viability of a flexible work arrangement. This position has been identified as one where a flexible work arrangement is an option, which will be discussed further with the successful candidate.

Fitchburg State University offers a competitive benefits package that includes:

• a choice of 9 different pre-taxed, health insurance plan options
• a choice of pension or 401(a), and supplemental plan retirement options
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• 20 vacation days accrued per year
• 15 sick days accrued per year
• 5 personal days per year
• paid holidays
• tuition remission for self, spouse, and dependent children
• and more...

We are an equal opportunity/Affirmative Action Employer. Members of traditionally underrepresented groups are strongly encouraged to apply.

Fitchburg State University strongly recommends that all employees are vaccinated against COVID-19 before they begin employment.

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