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Faculty Affairs Administrator and Assistant to the Chair

Requisition Number:

18273

Location:

Boulder, CO

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

28-May-2019

Job Summary

The mission of the Department of Electrical, Computer, and Energy Engineering at the University of Colorado at Boulder is to provide high-quality education and research in the field of electrical and computer engineering. We do this by advancing the state of knowledge and by educating students in both the fundamental and the latest advances in these fields. Our programs also educate students in the broader accumulated knowledge of humankind. We encourage life-long learning both by educating our undergraduates in its importance and by offering a wide variety of courses and programs for the postgraduate engineer. We ensure the continued vitality of these programs by continuously measuring our mission, objectives, and outcomes against the needs of our constituents.
 
The Faculty Affairs Administrator and Assistant to the Chair is responsible for executing department faculty human resources and support operations necessary to meet the mission and vision of the department as directed by the department Chair, Associate Chairs and Manager of Operations. Works collaboratively with the Chair and Manager of Operations to clearly communicate and guide department faculty on department, college and university policies and procedures involving search and recruitment faculty promotion and tenure, appointment, retention, reviews, sabbaticals, and other faculty related HR an support activities. This position performs a broad set of administrative duties at a high level of independent operation, responsibility and decision-making. Serves as a primary point of contact on behalf of the Chair.

Who We Are

Founded in 1893, the College of Engineering and Applied Science at the University of Colorado Boulder is the second largest of seven schools and colleges at one of the nation's top public research institutions. As Colorado's flagship university, CU Boulder has selective admissions standards and a comprehensive array of undergraduate and graduate programs.

What Your Key Responsibilities Will Be

Faculty Affairs Coordination and Support 
  • Initiate, organize, and implement the faculty search process from beginning to end. Complete and submit the job postings and necessary search approval paperwork edits and post the advertisements, coordinate and support search committee meetings, maintain and organize applications materials from all applicants, arrange interview schedules with faculty, department chair, and dean, mailing rejection letters, facilitate offers between candidate and department chair, complete and submit final search paperwork to college and faculty affairs. 
  • Facilitate arrival of new faculty including ensuring office and lab space is prepared, collaborate with the Procurement Specialist to purchase furniture and equipment, putting together welcome packages which include all necessary information for the candidate to complete campus procedures as well as general information for their transition to Boulder. Facilitate introductions of new faculty to the current department faculty and staff.
  • Monitor and record relevant university, college, and department deadlines and notify all interested parties of upcoming due dates, i.e., sabbatical applications, promotion and tenure process, faculty awards, etc. Determine procedures to ensure necessary paperwork is completed in a timely manner. 
  • Develop systems for gathering, tracking and compiling a calendar to enhance internal communications on statistics for the annual department association surveys, events, faculty professional development, department/college specific faculty HR-related deadlines, and more. 
  
Faculty Affairs 
  • Manage promotion and tenure cases; conduct confidential electronic ballots; process sabbaticals, leave of absences, retention offers, faculty awards, FRPA compliance, evaluations, retirements, joint and changes of appointments. Submit documentation in an accurate and  timely manner to the college HR department. 
  • Decide the best use of departmental recruiting funds for faculty hiring. Budget expenses for each part of the search from advertising to visits. 
  • Create, organize, and maintain faculty personnel files, spreadsheets and other related documentation. Collaborated with the college HR department, as needed. 
  
Professional Support to the Chair 
  • Serve as a primary point of contact for the Chair. 
  • Provide professional support to the department Chair and Associate Chairs by gathering and sharing procedural, statistical, and general faculty-related information to help department Chair make decisions, complete tasks, to meet Department, College and University objectives. 
  • Draft confidential and other Chair correspondence and reports.
  • Manage completion of special projects, college initiatives as requested on behalf of the Chair. 
  • Ensure annual review of department bylaws and is responsible for clearly communicating changes to department faculty.
  • Maintain statistics for and completes the annual ECEDHA surveys and ensures faculty compliance with FRPA. 
  • Organize and attend departmental committee meetings as requested, collaborate with department chair and Manager of Operations to create meeting agendas, and record meeting minutes, as needed..
  • Provide logistics, travel, and lodging support for VIP guests invited by ECEE faculty, as needed.
Other Duties as Assigned 
  • Collaborate with the Manager of Operations on special projects as requested.
  • Serve as the primary point of contact in the absence of the Manager of Operations.
  • Serve on department events committee and take a leadership role for designated events.

What We Can Offer

The anticipated starting salary is $45,000.00, commensurate with experience.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be Accomplished. Be Resourceful. Be Boulder.

What We Require

  • Bachelor's degree and one year of professional administrative support. 
    • Equivalent combination of education and experience may substitute. 

What You Will Need

  • Excellent written and oral communication skills.
  • Creative problem solver with strong critical thinking skills.
  • Demonstrated ability to work effectively with decision-makers across all levels within an organization.
  • Proficient project manager with the ability to manage multiple projects simultaneously.
  • Detail-oriented with strong ability to understand constituent needs and lead teams toward common goal.
  • Proven ability to keep matters confidential.
  • Ability to handle multiple, ongoing projects.
  • Sensitivity to and appreciation of cultural, political and geographical differences, with ability to work well with faculty, staff and students from around the world.
  • Ability to learn and respond quickly to situations that arise on a day-to-day basis.

What We Would Like You To Have

  • Experience in CU Boulder academic department preferred.
  • Experience with faculty hiring and tenure processes. 
  • Familiarity with CU Boulder systems such as Qualtrix, Concur, HCM, etc.
  • Demonstrated experience with complex management responsibilities in a work setting that demands high quality, flexibility, and excellent customer service.
  • Proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint).
  • Experience with the university’s relevant information systems (PeopleSoft) and a basic understanding of the rules and regulations that drive University processes (Fiscal Code of Ethics, hiring processes, etc.).

Special Instructions

To apply, please submit the following materials: 
  1. A current resume. 
  2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.
You will not be asked to upload references at this time.

Please apply by May 28, 2019 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu

The University of Colorado is an Equal Opportunity/Affirmative Action employer