Academic Affairs Personnel and Data Coordinator

Elon University • Elon, NC

4d • Onsite

About The Position

The Academic Affairs Personnel and Data Coordinator serves as a central resource for adjunct faculty hiring, data systems management and the course evaluation process. This role is responsible for overseeing hiring procedures, maintaining records and data systems, and assisting with academic personnel functions such as promotion and tenure and administering student evaluations. The position supports the provost office in aligning administrative practices with institutional policy, union agreement, and operational accuracy.

Requirements

• A degree in a related field
• A minimum of five years’ experience in a university or HR setting.
• Excellent critical and innovative thinking and technical acumen to address moderately complex issues.

Responsibilities

• Administering the Student Perceptions of Teaching (SPoTs) process using Explorance Blue software.
• Ensure timely collection, tracking, and reporting of faculty evaluation data.
• Serve as point of contact for any questions pertaining to Explorance Blue.
• Work with IT to ensure SPoTS data gets uploaded into E-Docs as required by the faculty handbook.
• Serve as the primary contact for part-time faculty hiring and personnel records for designated college/schools.
• Prepare, process, and track all part-time faculty hires, for designated college/schools ensuring proper documentation and compliance (e.g., credentials, faculty codes, employee IDs, salary, etc.).
• Ensure consistent and accurate implementation of applicable hiring processes in collaboration with academic units and HR.
• Assist the academic affairs chief of staff and the provost with the promotion and tenure process by verifying eligibility data, communication around eligibility, administrative tasks related to file sharing and drafting decision notifications.
• Provide data management support for the reporting for 2nd-year faculty reviews, evaluations, and related academic milestones.
• Input and maintain faculty-related data in institutional systems such as Colleague and E-Docs, including but not limited to, updates to department chairs, tenure status, rank and promotion year utilizing the current XFAF screen, among others as necessary.
• Maintain and update spreadsheets and digital records for personnel-related tracking as required.
• Collaborate with Information Technology and the college/school designee(s) to ensure faculty files in E-Docs are up to date and accurate and answer questions as they arise.
• Communicate and oversee faculty office hour record(s) in Colleague Run GPA reports each semester/term and ensure they get uploaded to faculty personnel files in E-Docs.
• Assist with tracking faculty-related financial activities, related to sabbaticals both within the FR&D personnel budget and post promotion sabbatical personnel budget.
• Process and track funds from endowed professorships per the agreements.
• Maintain database of office space assignments.
• Assist the associate provost for academic affairs with managing faculty office assignment logistics, including office assignment and moves.
• Supports the day-to-day administration of the CBA policies and procedures in accordance with union standards for the associate provost of faculty affairs who is responsible for the oversight and management of the CBA.
• Maintain adjunct hiring records and prepare term-based reports in alignment with the Collective Bargaining Agreement.
• Assist the associate provost with administrative tasks related to the labor management committee; examples include, but not limited to agenda preparation, meeting invitation coordination, meeting minutes, room reservations, etc.
• Act as main point of contact for inquiries into the [email protected] email inbox, respond as appropriate and triage where needed.
• Coordinate with the Office of Sponsored Programs (OSP) to assist with tracking and reporting on grants awarded to faculty.
• Assist with providing administrative support, as needed to OSP in managing compliance documentation and communication with faculty.
• Support the IRB chair, when needed, in collecting and reporting data and facilitate faculty communication related to IRB compliance.
• Demonstrate an understanding of and engagement with Elon’s foundational commitment to relationships, mentoring and collaboration in a close-knit residential community.
• Join together and build connections in activities that foster an active and engaged campus environment and engage in professional development to support the shared responsibility of enriching diversity, equity, and inclusion through meaningful relationships and mentoring at Elon.
• Attend or participate in campus activities such as College Coffee, Numen Lumen, campus cultural events, athletic events, continuing education, professional development opportunities and trainings, employee resource groups and other university-sponsored activities to demonstrate an active commitment to the Elon community.

Benefits

• 28 annual days off, including holidays and vacation.
• Immediate tuition remission for undergraduate courses
• Tuition remission for approved graduate-level courses after 12 months of employment.
• Retirement plan with an 8 percent contribution from the university.
• Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.
• Free use of campus fitness facilities.
• Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.
• Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at two years of service.
• After two years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree