Academic Appointments Coordinator - Military Veterans

Academic Appointments Coordinator

US-NJ-Princeton

Job ID: 2024-20276
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Overview

Reporting to the Associate Dean for Academic Affairs, the Academic Appointments Coordinator will foster and maintain relationships on behalf of the Office of the Dean of the Faculty with academic units, the Princeton University Art Museum, and the University Library. This role partners with other members of the Academic Affairs team to plan, organize, and execute various dimensions of the Academic Affairs functions in ODOF. The coordinator will facilitate professional, effective, and efficient best practices. The coordinator will partner with other central offices and academic units as needed. The position will require strong problem-solving skills and the ability to multitask at a high level.

Responsibilities

Appointment Processing

• Review and process materials for ODOF appointments, including searches, appointments, reappointments, salary changes and promotions of academic appointees in academic units, the Princeton University Art Museum and the Princeton University Library.
• Represent the office and interact on a daily basis with administrators and faculty members, advising staff and faculty on ODOF policies and answering questions from hiring units about compensation, hiring, onboarding, promotions, reappointments, leaves and termination.
• Manage associated various team processes including workflows and information uploads (OnBase; Interfolio).

Committee Support

• Provide high-level support for the committees on advancement promotion for DOF appointees. Send and track requests to faculty at other institutions for external letters. Compile materials for meetings, including academic promotion dossiers, according to the specifications of the committee. Collaborate with staff in academic units, Library, and Museum to ensure timely submission of materials and ensure the accuracy and completeness of materials submitted for committee review.
• Track promotion eligibility for research scholars, librarians and other academic professionals.
• Schedule the committee meetings, prepare meeting agendas and ensure that technology is set up for meetings as needed.

Policy Support

• Partner with ODOF senior staff to develop, implement and communicate policies, procedures, laws, standards and regulations. Update policy documents and post updated documents on the website.
• Respond to inquiries regarding policies, procedures and programs.
• Respond to employee relation issues such as employee complaints.
• Advise and guide managers on progressive discipline process, highlighting the legal requirements and ramifications.

Directorship Appointments and Leave Requests

• Coordinate appointments and reappointments of directorships for programs, centers, and institutes. Track appointment terms and prepare appointment letters and announcements. Update database with executive committee membership and associated faculty. Collaborate with other offices to prepare mastheads that appear in the Undergraduate Announcement and on the Graduate School website.
• Track workload relief requests and extensions of term for faculty who become new parents. Prepare and distribute faculty retirement memos. Prepare letters and documentation needed for review by the Board of Trustees.

Other Projects

• Proactively provide recommendations for process improvements including tracking workflow, diagnosing issues and identifying solutions.
• Receive and respond to inquiries from academic units, the Library and Museum regarding use of systems including Interfolio, AHIRE and eForms. Keep records of system and process queries. Analyze common trends and underlying problems. Update documentation.
• Maintain and update SharePoint sites and databases.
• Other projects and responsibilities as assigned.

Qualifications

Bachelor's degree and a minimum of three years of professional experience required. Experience in higher education administration preferred.

The successful candidate will demonstrate:

• • Resourcefulness and the ability to see projects through to completion. Strong attention to detail. Must be proactive, able to work independently and still know when to ask supervisor for direction or support.
  • Excellent interpersonal skills; ability to build effective relationships with partners across the organization and institution.
  • Superior written and verbal communication skills.
  • Ability to conduct research, using technology to gather, interpret, and present data.
  • Sensitivity to confidential matters is required; possess excellent judgment and decision-making skills.
  • Comfort with change, ambiguity and risk in a fast-paced environment.
  • Strong focus on problem-solving and process-improvement.
  • Ability to learn new software and systems.

Princeton University is an