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Job Details:
Position Name : Faculty Approvals Specialst
Location: Irvine, CA 92618
Job ID : 2dacec43d56cb50e
Description : Please Note: Internal Employees, please access the Career app on the Workday Dashboard homepage to apply for the position.
Why join UMass Global?
Competitive compensation and benefits promote your health and well-being. UMass Global embraces inclusion, promotes corporate responsibility, and applies sustainable practices on the job and in the office.
Exceptional Benefits
At the University of Massachusetts Global, we value the personal health and financial well-being of our employees. Our affordable and flexible benefits packages truly encompass our mission and values by giving our employees peace of mind to allow them to focus on their professional development and other important aspects in their lives. Our benefits include:Variety of Medical, Dental, and Vision coverageHealth Savings Account (HSA)Flexible Spending Accounts (FSA)Employee Assistance Program (EAP)Wellness Programs (Physical and Mental Health Challenges, Campus Events)Robust and comprehensive Retirement Plan (Basic, Supplemental, Roth options)Employer matching and mandatory contribution by UMass GlobalTuition Remission (UMass Global and Chapman)Professional development through online learning and training toolsService/Recognition awardsPaid time off
Responsible for processing approvals for all part-time faculty, senior lecturer, and full-time faculty employed at all UMass Global campuses, in the Banner database system & the Workday database system, including the coordination request for teaching approvals, new hire business practices, collection of I-9 documents and concierge and onboarding activities. This position will work with the following university departments: the academic schools and deans; all campuses; human resources, payroll, and IT. This position will initiate Argo’s workflows and reports and support the faculty pay process via Workday and Banner. This position will process application paperwork from prospective adjuncts and maintain a list of new adjuncts needing background checks and training to notify the HR department as necessary.
TYPE OF SUPERVISION:
Receive supervision from the Manager, Faculty Approvals Office.
Supervision — indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.
POSITION DUTIES AND RESPONSIBILITIES:
ESSENTIAL FUNCTIONS:
Percentage
Faculty Approvals:
Complete new hire and onboarding for faculty
Enter degree and major information for applicants
Process Request for Teaching Approvals using Perceptive Content and Banner
Interacts with academic deans and associate deans on adjunct faculty approvals, small class, and individual study requests
Enter approved courses for new and current adjuncts in Banner restriction form
Enter contract types for new adjuncts in Banner
Initiate workflows and reports in Argos as required
Audit Argos reports to ensure accuracy for Banner and Workday data
Notify campuses and/or schools of approved requests
Place/remove holds on adjunct teaching approvals as needed
Maintain onboarding HR tracking spreadsheet of new adjuncts
Create job requisition at the request of on-campus FSSs
Track job requisition, closing those that pass the 180-day mark
Run background checks for online and on-campus candidates
Verify that the correct documents were submitted for each candidate by the FSSs
Move people forward in Workday who pass a background check and create their accounts
Notify relevant parties that new hires have been moved forward in Workday
Check for duplicates in Workday and Banner
Communicate with appropriate FAO staff if there are duplicates in Workday
Communicate with HR and IT if there are duplicates in Banner
45%
Onboarding Support:
Assist the FSS’s with troubleshooting and contract questions
Occasionally host FSS meetings
Guide all hires through the onboarding process
Schedule onboarding sessions with new hires within three days of hire
Meet with new hires over Zoom, show them how to access resources on My UMass Global, help them set up their MFAs, teach them to use Workday, and perform I-9 verification.
Submit copies of I-9 documents and enter UMass Global’s half of the I-9 into Workday
Communicate with FSSs, FAO Director, and Academic Development Manager when onboarding is complete
30%
Payroll Support:
Communicate with faculty on payroll questions
Update/edit contracts as needed
10%
General Administrative Support:
Assist with requests for faculty reports
Regularly complete small and large projects
Occasionally manage multiple projects at the same time with competing deadlines
Collaborate with team members inside and outside of FAO on projects
Example of projects: Faculty Elections, Business Process Development of Special Instruction Contracts, Document Migration, FFFs team meetings, creation of training videos, production of job aids, etc.
10%
Perform other duties, as assigned
5%
TOTAL
100%
POSITION SPECIFICATIONS AND REQUIREMENTS:
EDUCATION, EXPERIENCE, CERTIFICATION AND/OR LICENSES:
Bachelor’s degree or an equivalent combination of education and experience is desired.
Minimum two years of previous experience, such as: customer service, human resources, and/or administrative services.
Previous experience in higher education is highly desired.
ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:
Exceptional customer service skills including:
Outstanding interpersonal and active listening skills along with an analytical and critical thinking ability to interpret and respond appropriately to diverse groups of people in various situations
Ability to communicate clearly and concisely with tact and diplomacy in all oral and written communications
Ability to work effectively in a team environment and participate to get the job done, while continually focusing on the needs of campus
Ability to exercise appropriate personal initiative and accountability
Ability to handle sensitive information in a confidential manner
General familiarity working in database systems including data entry, queries and running reports
Proven ability to execute instructions accurately and in a timely manner
Strong administrative, organizational, and prioritization skills
Knowledge of University policies and procedures is desirable
Ability to accurately perform key mathematical functions (e.g. addition, subtraction, multiplication, division)
Machines, Tools, Equipment, Electronic Devices and Software:
Intermediate level experience in Microsoft Office Word, Excel, Outlook
Ability to effectively use scanning and video conferencing technology
Familiarity with the use of standard office equipment (e.g. copier, fax, scanner, etc.)
Contact with Students: Never
Contact with Faculty and/or Staff: Frequent
Contact with Community and Vendors: Never
SPECIAL REQUIREMENTS:
Working conditions are normal for an office environment. Position may be required to work flexible hours particularly given campuses’ extended hours of operation and may require occasional weekend and/or evening work. Applicants for this position are subject to a background check and a criminal history review.
Please Note: Internal Employees, please access the Career app on the Workday Dashboard homepage to apply for the position.
Equal Employment Opportunity -UMass Global is committed to providing an educational and work environment free of unlawful discrimination and harassment in any form. UMass Global prohibits all forms of discrimination and harassment on the basis of age, ancestry, color, religious creed (including religious dress and grooming practices), disability (mental and physical), marital status, medical condition, genetic information, military and veteran status, national origin (including language use restrictions), race, sex (including pregnancy, childbirth, breastfeeding, and/ related medical conditions), gender, gender identity, gender expression, sexual orientation, or any other characteristic protected by local, state or federal law.
Reasonable Accommodation – UMass Global provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the recruitment department at burecruiting@umassglobal.edu.
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