Job Summary:

The Academic Affairs Coordinator for Faculty Appointments is responsible for coordinating the onboarding, and appointment processes for TCU faculty and ensuring adherence to organizational policies and procedures. The Coordinator is responsible for maintaining all electronic faculty files related to faculty hiring and credentialing. The coordinator has direct oversight of the adjunct hiring process.

Duties & Essential Job Functions:

1. Works with the Director of Faculty Appointments to process new faculty appointment letters and contracts, as well as annual faculty contract renewals. Ensures adherence to organizational policies and practices.
2. Manages the collection of all hiring documents for full-time and part-time faculty, including completeness of electronic files and appropriate storage in TCU’s system. Manages receipt and review of electronic appointment information; applies appointment policies and guidelines to review; actively monitors and reconciles discrepancies.
3. Oversees the appointment of adjunct faculty by managing the PageUp adjunct appointment system, approving all adjunct contracts and working with departments to hire adjunct faculty. Works with HR to ensure all adjuncts are properly loaded into the PeopleSoft payroll system by reviewing and validating the adjunct pay file.
4. Tracks and manages multi-year faculty appointments by ensuring new multi-year contracts are issued at the appropriate time.
5. Prepares personnel action forms for faculty, including clock hour music faculty and music prep faculty.
6. Works with the Director of Faculty Appointments to review Faculty Sick Leave and prepares PAFs for faculty sick leave, as well as sick leave acknowledgement letters.
7. Works with the Director of Faculty Appointments to track full-time faculty terminations by preparing PAFs for faculty terminations and termination/retirement letters of acknowledgement.
8. Serves as the onboarding delegate for all faculty new hires.
9. Initiates and reviews all background checks for full-time faculty and adjunct faculty.
10. Verifies all faculty degrees for credentialing process.
11. Works with the Director of Faculty Appointments to create and modify confidential faculty and staff personnel files, credential files and informational databases
12. Liaises with internal offices (dean’s offices, departments, HR) to develop and maintain working partnerships and works proactively and collaboratively on the faculty appointment process.
13. Assists with the management and support for the PageUp applicant tracking system for faculty hires.
14. Responsible for ensuring all faculty files are properly saved in ImageNow.
15. Ensures quality control and integrity of faculty records within PeopleSoft.
16. Prepares confidential reports for use by various constituencies (internal and external) on an ongoing basis.
17. Communicates as a representative of the Provost’s office by composing correspondence with the Provost's signature.
18. Perform other related duties as assigned.

Required Education & Experience:

• Bachelor’s degree and 2 years of experience in higher education and knowledge of University academic structure, policies, and procedures

OR
• Associate's degree and 4 years of experience in higher education and knowledge of University academic structure, policies, and procedures

OR

• High school diploma or GED and 6 years of experience in higher education and knowledge of University academic structure, policies, and procedures

Preferred Education & Experience:

• Bachelor’s degree.
• Experience working with web-based HR systems, particularly PeopleSoft.

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of faculty appointments.
• Knowledge of TCU community, organization structure, policies and procedures.
• Knowledge of academic appointment processes and policies
• Knowledge of federal regulations concerning equal opportunity and affirmative action
• Knowledge of customer service techniques.
• Knowledge of project management techniques.
• Skill in organization with strong attention to detail.
• Skill in project management techniques and implementation.
• Skill in effective oral and written communication and organizational techniques.
• Skill in analyzing and organizing information.
• Skill in writing.
• Skill in the use of Microsoft Office to include Word, Excel, PowerPoint, Photoshop and Outlook
• Ability to balance multiple projects simultaneously, while prioritizing and meeting deadlines.
• Ability to work with a high degree of accuracy.
• Ability to evaluate and implement processes to improve operations.
• Ability to clearly communicate information.
• Ability to draft grammatically correct correspondence.
• Ability to communicate professionally and effectively, both orally and in writing.
• Ability to troubleshoot issues and formulate and implement operational improvements.
• Ability to work successfully as a member of a team serving a common goal.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on-campus and in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

AA/EEO Statement:

As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.