Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $76,725 and $97,057, depending on qualifications, experience, department budgets, and industry data.
Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.
Job Description POSITION OBJECTIVE
Operating with a high degree of independence and autonomy, the Director of Faculty Affairs and Information Systems and Services serves as the campus authority and expert for the development, implementation, use, administration, and improvement of the Faculty Information System (FIS) and the Interfolio system for documentation and workflow of all faculty actions. Faculty actions include hiring, promotion and award of tenure for faculty members, appointments to endowed chairs, department chairs, emeritus status, sabbatical leaves, among others. The director of faculty affairs and information systems and services also provides administrative leadership, advice, support and information to the Provost, Senior Vice Provost, and President to ensure that the provisions of the Case Western Reserve University Faculty Handbook and schools¿ bylaws and procedures are followed in decisions regarding faculty status. The director provides guidance and oversight for compliance with faculty appointments, promotion, and tenure processes. The director produces evidence files and documents for the provost's, senior vice provost's, and Board of Trustees¿ approvals, faculty appointment correspondence for the president and provost, and reports to the board of trustees. The director assists the provost in the development of annual salary contracts for deans, monitors faculty performance reviews at Case Western Reserve University and participates in reviewing faculty salary recommendations.
ESSENTIAL FUNCTIONS
- Serve as the campus authority for the planning, development, implementation, and management of the academic administrative direction for the university's FIS. Provide leadership and guidance on the use and cross-campus utilization of the FIS. Solicit feedback to identify critical needs of the academic and administrative leaders. Coordinate with the FIS executive sponsors on development, prioritization and administration. Collaborate with UTech on development, advocate for end users (administrators and faculty) throughout the development and implementation process and provide guidance to improve the user experience. Investigate and implement artificial intelligence tools to improve ease and efficiency of using the FIS. Serve as the source of content knowledge (provost's office policies, faculty handbook policies, school bylaw policies, etc.) for the FIS. Analyze requirements and business practices across the schools for development of new features in the FIS, determine priority for enhancement requests and manage timeline of new FIS feature releases. Lead the FIS steering committee; train new administrative and faculty users; assign appropriate user roles. Ensure appropriate controls given the highly confidential information contained within FIS. Test new features and identify issues; troubleshoot and participate in resolution of those issues. Create and maintain FIS user guides. Present updates to the provost, senior vice provosts, deans and other key stakeholders. Oversee the work of the department assistants who may assist with obtaining and archiving faculty data or testing FIS upgrades and functionality. (35%)
- Serve as the campus authority for the planning, development, implementation, and management of the Interfolio system for handling documents and workflow for faculty actions. Assist with implementing new administrative procedures (including security and access) and workflows for other campus areas that use Interfolio. Provide leadership and guidance on the use and cross-campus utilization of Interfolio. Serve as the central support/contact for Interfolio-related questions from administrators who manage the hiring of faculty, postdocs, research assistants or students. Solicit feedback to identify critical needs of the academic and administrative leaders. Coordinate with university leaders on the development, prioritization, and administration of the Interfolio system. Collaborate with University Technology (UTech) on development, advocate for end users (administrators and faculty) throughout the development and implementation process and provide guidance to improve the user experience. Investigate and implement artificial intelligence tools to improve ease and efficiency of using Interfolio. (20%)
- Produce evidentiary files for faculty appointments, promotions, and tenure application processes for the whole university. Prepare board of trustee resolutions and compose correspondence for the president and provost for faculty appointments, promotions, tenure awards, emeritus appointments, as well as appointments to endowed professorships. Review requests for other actions regarding faculty status, including department chair appointments, sabbatical requests, pre-tenure extensions, and transfer of appointments. Prepare appointment, promotion, and tenure policies and procedures materials. Provide administrative leadership for the annual process for determining faculty salaries and manage the salary recommendation process within the FIS. Participate in annual faculty salary discussions with the provost, deans and other senior leaders. (30%)
- Provide guidance and interpretation of policies in the Faculty Handbook and school bylaws to faculty affairs administrators across the schools. Consult with the senior vice provosts/provost to make recommendations based on policy interpretation. Consult with faculty committees on bylaws as they relate to the Faculty Handbook ; attend meetings as vice provosts¿ representative. (7%)
NONESSENTIAL FUNCTIONS
- Monitor pre-tenure review system by advising deans of requirements and collecting the reviews required for the senior vice provost and provost's further review. (2%)
- Disseminate call for nominations, prepare meeting materials, report recommendations to Senate, and prepare trustee resolution for honorary degree committee. Disseminate call for nominations, prepare meeting materials, and report recommendations to the president for the Hovorka Prize committee. (2%)
- Interface with the Executive Compensation Committee regarding potential faculty and research associate hires. (1%)
- Receive, process and maintain approval records regarding requests for credentials verification of special faculty. (1%)
- Advise and participate in programming with the Office of Faculty Advancement, and others on educational programs for faculty regarding the faculty tenure process. (2%)
- Perform other duties as assigned. (
CONTACTS
Department: Continuous contact with other staff in the office of the president and provost (provost, senior vice provosts, and executive assistant, communications manager, etc.) regarding workflow, schedule, and procedures.
University: Continuous contact with the FIS development team (University Technology). Frequent contact with deans¿ assistants about the items they submit for vice provost's/president's approval; moderate contact with the FIS executive sponsors, moderate contact with the office of counsel about submissions to the board of trustees, to discuss endowed professorship appointments and specific other faculty appointments; occasional contact with the development office regarding amendments to endowment funds; infrequent contact with treasurer's and/or grants accounting office regarding endowment funds; frequent contact with Institutional Research staff regarding faculty data; occasional contact with registrar and graduate studies to confirm faculty eligibility to teach or serve as graduate advisors. Frequent contact with senior faculty members advisory to the provost/vice provosts and president on faculty promotion and tenure during the review period to schedule the reviews and provide information about the process in response to their inquiries; occasional contact with new faculty members and/or department administrators by participating in information sessions about preparation of promotion and tenure materials and in new faculty orientation. Occasional contact with deans, school financial officers, and other senior administrators (e.g., human resources, general counsel, and UTech).
External: Occasional contact with people external to university to exchange information with counterparts at other universities about faculty affairs policies.
Students: None or incidental only.
SUPERVISORY RESPONSIBILITIES
Periodic supervisory responsibility for student- or temporary help with specific record keeping projects.
QUALIFICATIONS
Education/Experience: Master's degree and some administrative experience in higher education, or a Bachelor's degree and 6 years of administrative experience in higher education required. Experience within a complex research university or similar academic environment is preferred.
REQUIRED SKILLS
- Ability to proactively develop and effectively manage complex campus-wide administrative processes, including the coordination of multiple stakeholders and their respective needs
- Familiarity with and willingness to use relevant artificial intelligence tools to improve efficiency of faculty affairs processes and procedures.
- Ability to identify system user needs and requirements through stakeholder interactions and discussions.
- Ability to articulate systems business needs and communicate functionality requirements with technology development partners.
- Ability to maintain a high and strict level of confidentiality.
- Knowledge of information security.
- Ability to understand and interpret Faculty Handbook and schools¿ bylaws; effective verbal and written communication skills; extensive knowledge of the faculty appointment procedures.
- Highly developed interpersonal skills, professional presence, and strict adherence to confidentiality are essential. The appointed individual will be responsible for managing communication channels with executive and senior leadership on critical issues, translating intricate information into clear and actionable guidance, and upholding the integrity of executive decisions.
- Must have a proven professional demeanor with tact, courtesy and diplomacy.
- Ability to work independently with limited supervision.
- Clear and professional written and oral communication skills required.
- Computer skills that include electronic record keeping, electronic file preparation and management. Ability to extract reports from the Faculty Information System and Interfolio. Proficiency in standard Microsoft Office applications, especially Excel, Word and PowerPoint.
- Ability to multi-task while paying strict attention to detail.
- Exceptional command of the English language.
- Excellent proofreading skills.
- Desire and ability to work as a member of a team.
- Flexibility to adapt to changing needs of the office.
- Willingness to learn and work with artificial intelligence (AI) tools and technologies.
- Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
Fast-paced environment where multi-tasking, accuracy and excellence are demanded. Eligible for partial remote work. The highest degree of discretion is expected when managing difficult sensitive and highly confidential situations. Time pressure can create stress when it is necessary to respond quickly to requests while exercising care to ensure compliance with required procedures. There are no physically difficult working conditions. The employee will perform repetitive motion using computer mouse and keyboard to type.
Hybrid Eligibility This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.
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