Assistant to the AVP Faculty Affairs (Confidential Office Support II)
Sonoma State University
July 28, 2017
Rohnert Park, California
Full-time - Experienced
Higher Education Institution
Job TitleJob ID:Location: Department Name Salary and Benefits View Benefits Summary link or by request from SSU Human Resources.
Application Deadline Conditions of Employment Responsibilities
Major duties of the position include, but are not limited to, the following in support of general daily operations on the AVP's desk and within Faculty Affairs: Organize the AVP's calendar, schedule, appointments, travel arrangements, and prepare employee reimbursement claims Receive and screen visitors, telephone calls and hard-copy mail Organize large meetings and formal hearings such as grievances and legal consultations, and investigations Daily maintenance of tickler and signature folders to assure prompt follow up and completion of pending matters Maintain the AVP's committee binders, agendas, supporting materials, and general files Receive, assemble, and prepare legal and union documents including entering data in CSU databases Create, develop, and deliver the final letters for grievance and disciplinary matters at all levels. Maintain Faculty Affairs Web Pages Market Equity; including logging of applications & preparing letters from the Provost Prepare all President Letters for Faculty to include: Faculty Early Retirement Program (FERP), RTP, Sabbatical/Difference in Pay (DIP), Retirement/Resignations, and Emeritus Status Maintain Change of Status database for Faculty Affairs including Chair appointments, retirements, resignations, and campus clearance tracking Prepare Chair Appointment letters Assist in handling problems of a highly confidential and sensitive nature and coordinate office response to problem individuals when necessary Attend Faculty Affairs staff meetings Manage Chair appointment process with schools Update and manage eligibility lists and timelines by school for Sabbatical/DIP RTP: Create & distribute schedule, prepare RAT documents, Schedule RTP workshops Prepare and distribute annual list of Dean's deadlines for all faculty processes Schedule Faculty investigation and Faculty behavioral meetings Manage RTP Electronic Project Hold annual RTP information meetings for School Administrative staff Immigration File labor condition applications with Department of Labor File I-129 for all H-1b beneficiaries with US Customs and Immigrations Services Create and maintain digital manuals for Newly hired TT faculty Prospective Faculty Department Chairs Participate in design and implementation for On Base digital faculty files and faculty work process Plan & Coordinate New Faculty Orientation & President's Reception Provide additional support for TT Faculty Recruitment process Assist AVP in workshops for Search Committees Communicate directly with Search Committee on document preparation Post all TT positions on E-Recruitment and provide help to potential applicants with E-Recruit Prepare all applicant folder for Committee review Review request for interview forms Process TT hire form and prepare offer letter Supervision of Faculty Affairs On-Base transition from paper to digital personnel files Preparation of any associated instructional materials Training of staff in all areas of responsibility Continued development of On-Base Access plan Management of Personnel Access process and security protocols Development of Unit 11 On-Base file structure Oversight of process to move current paper & digital documents into On-Base
Performs other secondary duties as assigned.
Duties take place primarily in an office setting at Sonoma State University, with additional duties performed both indoors and outdoors in various locations on campus as it relates to participating and supporting events and programs. Typical hours for the position are standard campus hours Monday through Friday. Actual work hours may vary on occasion to support department needs, events and programs. This may include overtime, weekend and evening work as assigned to meet the operational needs of the department and campus. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the appropriate administrator and work as scheduled for SSU's Commencement ceremonies which are normally in May. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. The position may also require occasional travel, by automobile or airplane, and overnight stays away from campus.
Qualifications Application Process Apply Now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: 1. Cover Letter (attach as first page of resume) 2. Resume 3. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Other Information About Sonoma State University Contact Information firstname.lastname@example.org
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Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apa...rtment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.