Director – Employee Relations

Current Employees:

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The Director, Faculty Affairs supports the Vice Provost for Faculty Affairs and the Associate Provost for Faculty Development with the daily management of processes, systems and files relating to on-boarding, reappointment and retirement of faculty. Reporting to the Vice Provost for Faculty Affairs, this position executes all duties in strict confidence and must be able to deal tactfully and persuasively with others on sensitive issues, analyzing unique and complex problems, and developing creative solutions.

Key responsibilities include supporting faculty pay, onboarding and retirement contracts, assisting with hiring and promotion and tenure, and leading process improvement initiatives for the OFA. The Director engages with the Vice Provost for Faculty Affairs, the Associate Provost for Faculty Development, and with deans, chairs, and other key stakeholders to ensure that the faculty experience is conducive to academic excellence.  The Director is the main point of contact for the Faculty Affairs Liaison from the Miller School of Medicine. 

Specific responsibilities include:

Professional Development:

• Supports Associate Provost for Faculty Development in the development and implementation of programs to aid faculty professional development and retention.
• Oversees and executes ongoing special projects such as the development of webinars that support the faculty life cycle, and special meetings hosted by the OFA.
• Coordinates ongoing small-group educational initiatives with other faculty affairs or HR personnel on an inter-campus basis. Holds training sessions and workshops as needed.

Faculty Employment Lifecycle:

• Oversees onboarding activities for new faculty including faculty appointments.
• Oversees the verification of all faculty work authorization status (I-9) and records retention in compliance with Federal law.
• Prepares correspondence pertaining to faculty appointments and transactions.
• Prepares and issues faculty contracts and coordinates information on notification of intention to rehire non-tenured faculty.
• Develops and implements programs to aid effective faculty recruitment and retention strategies in alignment with University goals and priorities.
• Implements the termination process for faculty (layoffs, resignations and retirements), ensuring that appropriate notice, documentation, and consultation with appropriate authorities has taken place. Provides resources and support to departing faculty.
• In collaboration with the Vice Provost for Faculty Affairs and General Counsel, drafts retirement and special agreements/contract. Oversees implementation of terms of confidential retirement agreements and special contracts in conjunction with Office of General Counsel.
• Serves as the point of contact for emeritus requests and facilitates the review process. Oversees OFA support of Emeritus and Retired Faculty.
• Assists the Vice Provost in managing salary review and appeals.
• Reviews and process Coral Gables and Rosenstiel Schools requests for courtesy appointments, including International Scholar/Exchange Visitors (form DS-2019).
• Reviews and processes faculty secondary appointments for Provost/Vice Provost signature, for all campuses.
• Coordinates the 9/12-month payroll option.
• Coordinates with the UM Immigration Services, outside immigration counsel, and appropriate school and departmental administrators to ensure that all immigration procedures are handled in compliance with U.S. Government regulations and procedures, as well as internal University procedures, with particular emphasis on H-1B visas and Permanent Residency petitions. Screens applications for University sponsorship.

Employee Relations:

• Serves as the Deputy Title IX Coordinator for faculty. Responsible for reviewing Title IX complaints and allegations that involve faculty and directing them to the appropriate investigative unit; responsible for reviewing grievances in partnership with the Vice Provost and for planning, conducting, and communicating results of investigations into alleged faculty misconduct.
• Acts as a liaison between faculty members and the Vice Provost, addressing concerns and facilitating resolutions when necessary.
• Responsible for central reporting of investigations involving faculty and archiving of reports in the Navex reporting system.

Employment Records and Compliance:

• Oversees the proper maintenance of faculty records in systems such as Workday and OnBase.
• Maintains accurate and up-to-date records of faculty appointments, evaluations, and other relevant data. Conducts data analyses and generates reports as requested by the Vice Provost and Provost.
• Coordinates the planning and direction of staff engaged in the operation and maintenance of files for faculty, including responsibility for coordinating support for the faculty.
• Maintains in-depth knowledge and familiarity of the Faculty Manual to be able to understand, interpret, apply, and explain its guidelines and regulations to various constituencies. Partners with university academic leaders in updating the Faculty Manual.
• Promotes a positive and inclusive faculty culture through effective communication and collaboration, regularly liaising with faculty and staff who support faculty in all 12 schools/colleges, including the MSOM.
• Supervises the processing of and dissemination of Office of Faculty Affairs correspondence regarding non-reappointments, terminal notices, layoffs (including retirements), and secondary appointments for all campuses.
• Serves as a troubleshooter for faculty issues, including payroll matters. Provides support and training to Schools/Colleges Business Officers and faculty affairs liaisons.
• Manages faculty compensation transaction approvals, including salary, period activity pays, one-time payments, severance pay, relocation expenses, special compensation exception requests. This includes managing input and approvals in Workday.
• Manages the annual reporting of Faculty Special Compensation from Schools/Colleges to the Provost.
• Communicates important FA and payroll monthly notices (informing payroll datelines, general personnel procedures, and new university policies) to Schools and Colleges within Coral Gables and Rosenstiel campuses.
• Oversees the verifications of salary/employment for current and former employees.
• Supports the Office of General Counsel in response to subpoenas requiring information for faculty and research personnel.

Leadership and Administration:

• Represents the Office of Faculty Affairs and the Vice Provost at various meetings, including HR Client Services Meetings, and ad-hoc committee meetings.
• Works directly with Human Resources Technology staff to identify and troubleshoot problems in Workday and recommend solutions, up to and including configuration changes.
• Establishes and maintain procedures related to office functions.
• Exercises independent judgment in application of procedures, maintain authority to deviate from established policy, and assist in proper interpretation/application of standing policy.
• Represents the University of Miami at annual meetings to recruit new faculty.
• Responsible for supervision of staff. Determines priorities when necessary and ensures staff received appropriate training. Responsible for hiring, disciplinary action and termination as appropriate. Prepare annual performance appraisals and counsels staff on performance.
• Documents and continuously improves processes, seeking ways to make them more effective, efficient, and aligned with FA goals.
• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures.
• Ensures employees are trained on controls within the function and on University policy and procedures.
• Other duties as assigned.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                               

Education:

Bachelor’s Degree in relevant field

Certification and Licensing:

Not Applicable

Experience:

Minimum 7 years of relevant Faculty Affairs, Human Resources or related experience

Knowledge, Skills and Attitudes:

• Ability to maintain effective interpersonal relationships
• Ability to recognize, analyze and solve a variety of problems
• Ability to manage a budget and work within the constraints of that budget
• Ability to direct, manage, implement, and evaluate department operations
• Ability to process and handle confidential information with discretion
• Ability to establish department goals and objectives that support the strategic plan
• Proficiency in computer software (i.e. Microsoft Office)

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Job Status:

Full time

Employee Type:

Staff

Pay Grade:

A14