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University of Rochester Dir of Academic Personnel - 231478 in Rochester, New York

Dir of Academic Personnel Job ID 231478

Location Simon Grad School Business Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 054 Simon Grad Sch Operations


Reports to:

Senior Associate Dean of Faculty and Research

Specific Responsibilities:

With latitude to exercise independent judgement and decision making:

Faculty Administration (40%)

  • Implements and manages the talent acquisition process for faculty; accountable for recruitments, posting advertisements, compiling offer paperwork, and manages the on-boarding process for all new faculty. Serves as the primary advisor to the Sr. Associate Dean for faculty- related HR matters.

  • Process personnel actions forms relating to merit increases, new appointments, appointment renewals, off-scale salary increases, extra compensation, stipends, data changes, promotions, tenure, and terminations. Ensure transactions are in compliance with applicable policies and other regulatory requirements.

  • For personnel actions requiring a faculty vote, determines which faculty are eligible to vote and prepares department reviews containing all materials pertinent to the case for those faculty.

  • Responsible for creating and managing throughout the calendar year, faculty reports that include contracted course load, rate of pay, courses taught, course credits/deficit, RPD budgets, summer support, overload pay.

  • Delivers and confirms teaching statements, salary letters, and C-O-I statements to faculty throughout the year.

  • Acts as the timekeeper for all ladder-track faculty, temporary faculty, and other professional academic titles.

  • Maintains up-to-date faculty personnel records throughout the year. Provides updated lists and reports to the Provost’s Office. Works with Simon IT to develop digitization of current and (some) past records.

  • In collaboration with the Assistant Dean of Administration, assists with the University’s wage and salary program, accreditation, and regulatory filings of the School.

  • Acts as the Simon Faculty Affairs Officer and attends Provost’s meetings on routine basis. Responds to requests from University Director for Academic Affairs and Provost’s Office.

  • Other responsibilities as required by the Sr. Associate Dean of Faculty and Research.

Promotion & Tenure Management (15%)

  • Independently initiate, prepare, and distribute P&T schedule for each academic year for both tenure-track and clinical faculty.

  • Responsible for requesting P&T packets from faculty. Manages documents that are submitted and contacts applicable references for letters of recommendation.

  • Prepare and compile required teaching evaluation documentation mandatory for all academic reviews.

  • Compiles all necessary documents for P&T cases and submits to Provost’s Office in a timely manner while ensuring compliance with University policies.

  • Schedules P&T Committee meetings, ensures availability of required and requested documentation materials for all actions for each committee member.

Surveys and Data Management (15%)

  • Responds to data requests for various surveys that determine the School’s rankings throughout the academic year. Works with the Senior Financial Officer to resolve any discrepancies.

  • Manages the School’s faculty activity database called Digital Measures. Responsible for ensuring data is up to date and accurate for 70+ faculty.

  • Initiates annual faculty activity reporting exercise each spring. Tracks and manages materials submitted. Loads academic year schedule, course credits, and enrollment for each faculty member.

  • Responsible for preparing various AACSB reports in collaboration with the Sr. Associate Dean of Faculty and Research.

Faculty Budgeting (15%)

  • Verify validity of academic payroll records each month and resolve discrepancies by comparing with personnel records, Employee Database source documents, status records, and salary list.

  • Working in close collaboration with the Senior Associate Dean for Faculty and Research, review and approve faculty expense reports and charges made against the Simon Academic budget. Ensure charges are in compliance with University and School policies.

Teaching Assistants (15%)

  • Working in close collaboration with the Dean’s Office Administrative Assistant, oversee teaching assistant assignments for each semester. Includes collaborating with the faculty regarding academic needs, other Simon departments to identify potential candidates, Simon students and other departments across the campus.

  • Ensure that all student teaching assistants are properly hired by Student Employment prior to the start of each term.


Bachelor’s Degree or an equivalent of experience and training. 4-5 years preferred of relevant experience. High level of attention to detail and accuracy is required. Must have strong organizational and communication skills. Self-starter, must be able to work with minimum supervision. Close interaction with faculty and staff requires excellent interpersonal skills. An ability to balance competing demands and work within tight timeframes.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled