Associate Director, Academic Personnel Systems/Training

102967BR

Campus: Tempe

Assoc Director

Job Description

Under general supervision of the Vice Provost for Academic Personnel, works with academic units to provide expert support for academic personnel management, including annual evaluations and notifications of appointment. Manages academic personnel records and serves as a primary point of contact on complex and confidential academic personnel issues, such as researching issues, gathering data, and providing details to the Vice Provost.

Job Family

Generic

Department Name

Office of Univ Provost Tempe

Full-Time/Part-Time

Full-Time

VP Code

EXEC VP/PROVOST

Scope of Search

Open

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$95,000 - $102,000 per year; DOE

Close Date

06-August-2024

Category

04

Essential Duties

• Interprets university and Board of Regents policy pertaining to faculty and academic professionals.
• Directs APARS project as primary administrator. Serves as a policy expert for Interfolio/APARS (ASU Vita, RPT, Faculty Search). Consults with staff and others to coordinate, provide technical advice, and problem-solving assistance regarding APARS; ensures appropriate processes are followed and works with the technology team alongside other academic personnel staff. Works with other members of the academic personnel team to ensure process implementation and training in APARS is consistent. Writes and updates help articles for APARS.
• Serves as subject matter expert for annual evaluations. Approves annual evaluation templates in RPT before cases are created. Advises and monitors input workflows in ASU Vita. Serves as an expert of the Provost Office to academic units to ensure established policies and procedures are followed.
• Responsible for annual Notice of Appointment (contract) process. Sets deadlines and benchmarks for the NOA process. Trains and advises college and unit contacts on the process, policy and technology (Workday). Serves as a liaison between colleges/units, BFIT and Data Management. Runs reports for data clean-up in advance of the process. Runs reports throughout the process to ensure that each faculty member and academic professional receives an accurate NOA in a timely fashion. Creates manual NOAs as needed.
• Designs training materials for staff and faculty conducting academic personnel processes in various products, including Workday, Interfolio/APARS (Faculty Search, RPT and ASU Vita), MyDisclosures and PowerDMS. Training may include classroom workshops; asynchronous training in a learning management system; open computer lab sessions; help articles; process guides; and video demos.
• Updates and maintains the academic personnel website. Makes sure materials are clear, accurate, and easy to find.
• Conducts regular audits of all three APARS products (Faculty Search, ASU Vita and RPT) to ensure data is clean and that processes have been closed out appropriately. Assists with reports and communication to faculty and university academic support staff.
• Serves as backup to others on the academic personnel team for position approvals in Faculty Search: reviews academic personnel postings to ensure compliance with policy and best practices.
• Serves as a key member of the academic personnel team. Attends weekly team meetings and meetings with academic personnel college administrators when appropriate.
• Strong collaboration skills with both frontend and backend developers, and the ability to work closely with cross-functional teams.
• Assists the Vice Provost and department with confidential and highly sensitive projects.
• Independently composes correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues involved.
• Maintains academic personnel files consistent with university policies and practices.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND seven (7) years of related administrative experience, which includes four (4) years of supervisory experience; OR, Eleven (11) years of related administrative experience, which includes four (4) years of supervisory experience; OR, Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience conducting training sessions and delivering presentations.
• Evidence of a Master’s degree preferred.
• Experience in higher education administration.
• Experience in using writing, editing and proofreading skills.
• Experience in recording and editing videos.
• Experience in website design and maintenance.
• Software experience: Microsoft Office, Outlook, Google suite (Sheets, Docs, Slides), Adobe, Zoom, Interfolio, Workday, Career Edge, Canvas, ServiceNow, Articulate 360 or other LMS, ScreenPal or other video editing software.
• Experience with an emphasis on academic personnel issues.
• Experience in dealing with confidential and sensitive information.
• Ability to establish and maintain effective working relationships.
• Knowledge of university policies and procedures.
• Experience in organizing resources and establishing priorities.
• Experience in problem-solving and decision-making.
• Experience in conducting training sessions and delivering presentations.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Required to stand for varying lengths of time and walk moderate distances to perform work.
• Occasional bending, reaching, lifting, pushing and pulling up to 25 pounds.
• Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.
• Ability to clearly communicate to perform essential functions.

Department Statement

The Office of the University Provost provides leadership to all ASU campuses and academic programs, fostering global distinction in teaching, research and services to the community. To learn more about the Office of the University Provost, go to: http://provost.asu.edu

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.