Position Summary
Academic Appointment Associates are key members of the Academic Appointment Center overseen by the Office of Faculty Affairs. Academic Appointment Center is responsible for faculty recruitment, hiring & reappointment, offer letter, C&B, leave & relief, and global exchange programs. The Associates will each be responsible for a concentration. They will also collaborate with one another in team projects and cross-train in other areas to create a structure that can both address standard cases quickly and solve complicated queries effectively.
The Associate assists the Assistant Director of the Center and the Specialist in hiring teaching & research support personnel (especially student programs) and appoint honorary positions. S/he facilitates the hiring paperwork preparation and archiving, database update, and report production. S/he also works with the Assistant Director and the Specialist to improve the current procedures and search for new solutions for existing problems or new challenges.
The main responsibilities include:
Student Non-Employment Teaching and Research Assistance Program Management (60%) and Honorary Appointment Management (20%)
Assist the Assistant Director and the Specialist in overseeing the special teaching and research support programs for Deans, Faculty PIs and Research Centers: Academic Student Worker, Academic Intern, Visiting Student, Visiting/Affiliated Scholar and remote Research Collaborator.
- Academic Student Worker
- Manage and update Guidelines, SOP and Templates for Academic Student Worker (teaching support & research support);
- Manage JD review (to ensure its completeness & no Conflict of Interests in duties) and posting on Handshake;
- Manage eligibility check (academic performance, working hour distribution, etc.) for applicants;
- Provide summary of undergraduate Academic Student Worker hiring details to Workday Management team for online registration/hiring;
- Prepare Student Worker offers (for graduate students serving as TAs and graders);
- Maintain Academic Student Worker databases and personnel folders;
- Participate in Career Development Center involvement fairs as needed.
- Academic Student Intern
- Manage and update Guidelines, SOP and Templates for Academic Intern (teaching support & research support);
- Manage JD review and work with HR to post advertisements on various platforms;
- Collect hiring materials and prepare Internship Agreements;
- Maintain Academic Intern database and personnel folders;
- Provide summary of Academic Intern hiring details to Workday Management team for online registration/hiring;
- Coordinate Academic Intern on/off-boarding logistics preparation.
- Visiting Student
- Manage and update Guidelines, SOP and Templates for Visiting Student;
- Assist with the application and seek leadership approval;
- Coordinate with the Registrar on enrollment & the Student Mobility Office on student visa application (if needed);
- Prepare Admission Notices;
- Maintain Visiting Student database and personnel folders;
- Coordinate Visiting Student on-boarding logistics preparation (campus card, etc.).
- Visiting Scholar, Affiliated Scholar and Research Collaborator
- Manage and update Guidelines, SOP and Templates for Visiting Scholar/Research Collaborator;
- Assist with the application and seek leadership approval;
- Prepare Visiting/Affiliated Scholar appointment offers and Research Collaboration Agreements & IT Use Forms;
- Maintain Visiting/Affiliated Scholar and Research Collaborator database and personnel folders;
- Coordinate with operational departments on online hiring and on/off-boarding logistics support.
Ad Hoc Support and Collaborations (20%)
- Collaborate closely with other colleagues of Academic Appointment Center and Faculty Services Center to support team projects, and in times of low workload be prepared to support others’ overload needs;
- Acquire professional knowledge in higher education industry and general HR management, and complete institutional research projects as assigned by the Center Head;
- Acquire general working knowledge of the duties covered by Faculty Services Center include but not limited to:
- Finance payment reports preparation and budget management;
- Travel arrangement and guest services;
- Event organization and promotion.
- Liaise with other operational departments (Finance/HR/Program Management/IT) and academic administrations (Office of Research/Academic Affairs/Registrar) to complete interdepartmental tasks and projects;
- Liaise with Legal, Compliance, and Leadership (as needed) to resolve special cases in violation of rules or policies.
