Faculty Relations Specialist

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Posted September 26, 2024
Last updated September 26, 2024

Job Type: Permanent Full Time

Salary Range: $64,583.00 To $80,728.00 Annually

Posting Closes: October 7, 2024

The Faculty Relations Officer will report to the Manager, Faculty Relations and will work closely with the other Faculty Relations Specialist, Academic Deans Offices, VPAR Office, and other People and Culture employees for all faculty relations related activities. This position requires good judgment, common sense, exceptional attention to detail, adaptability, and the ability to work under very challenging time constraints and conditions due to various priorities within the Faculty Relations office. This position requires a high degree of confidentiality due to the sensitivity of faculty relations matters that will be supported. This position is expected to act as a visible contributor to a positive, healthy and progressive workplace culture.

RESPONSIBILITIES:

A. Faculty Relations Support

  • Design and update training materials and regularly provide training to full-time faculty members, as per the part-time collective agreement requirements (eg: Formal Teaching Review process and Part-time Appointments Committee process)
  • Train full-time faculty serving on Part-time Appointments Committees (PTAC) and Formal Teaching Review Committees (FTRC) on the processes embedded in the part-time collective agreementEnsure compliance with the relevant Faculty Full-time (FTCA) and Part-time (PTCA) Collective Agreements, and with institutional procedures and guidelines 
  • Advise Deans’ Offices, VPAR Office and Faculty on FTCA and PTCA compliance.
  • Liaise with the Faculty Union to ensure compliance to Collective Agreements and any updated MOAs 
  • Organize and anticipate FT and PT faculty collective agreement deadlines to meet University obligations and apply critical thinking to identify day-to-day, as well as long-term, priorities 
  • Generate and maintain a list of required/suggested updates to the FTCA and PTCA to be addressed in bargaining 
  • In consultation with the Academic Deans, regularly and critically evaluate, revise and update relevant faculty relations policies, procedures and practices
  • Create a current seniority credits list each term to be provided to all PT members, including the PT Vice President of OPSEU local 685, and communicate with Financial Services on an updated seniority credit list to update Professional Expense Reimbursement Fund (PERF) balances 
  • Manage the creation and maintenance of regular and accurate electronic records management, including the creation of new personnel files
  • Coordinate personnel changes to applicable systems and prepare administrative reports (e.g. new hires, transfers, tenure, promotion and terminations)

B. Faculty Recruitment & Onboarding

  • In partnership with Talent Acquisition, facilitate the full-time (FT) faculty recruitment process, including but not limited to:
    • Posting full-time opportunities, tracking completion and efficiency, 
    • Updating eligibility to work in Canada, preparing applications to share committees 
    • Initiating set-up of email, equipment and personnel folders
  • Ensure FAC’s and Deans comply with CA requirements pertaining to Full-time and Part-time faculty hiring
  • Track and manage updates for full-time faculty requirements, including, but not limited to, workload, banked credits, course releases, sabbaticals, retirements,and Professor Emeritus, tenure and promotion
  • Issue contracts and tracking for stipends in accordance with the full-time and part-time (PT) Collective agreement stipulations (FTCA and PTCA) such as overload contracts, Department Chair contracts, Course Coordinator contracts, reading courses, PTAC stipends, FTRC stipends, etc in consultation with the Academic Deans.
  • Manage incoming FT faculty hires and liaise with academic department chairs and Faculty Academic Deans to ensure that courses are being held for new incoming hires (i.e. not advertised to PT faculty), aligned with the expertise of the hires and the current course roster as well as the academic plan of the respective department or program. 
  • Collaboratively lead new Faculty Orientations that occur each term on all campuses. 
  • Administer the part-time faculty recruitment processes including, but not limited to:
  • finalizing rosters
  • determining seniority amongst part-time faculty membership
  • preparing and posting job and course listings for inclusion in all required mediums, sharing applications with PTAC’s
  • employment reference checking, preparing employment contracts
  • Partnering with TA in requesting vulnerable sector checks, providing hiring forms, submitting work permit requests and orientation packages in accordance with the relevant Collective Agreements 
  • Manage the Right-of-First-Refusal (ROFR) evaluation process including, but not limited to, submitting the list of part-time instructors to be evaluated, training the committee, following-up with the Administrative Assistants to ensure the process is complete by the deadline as listed in the FTCA, receiving approvals from the Academic Dean’s, updating the seniority credits listing
  • Oversee the Part-time Appointments Committee (PTAC) process
  • Update and maintain the ROFR records to ensure that entitlements are valid 
  • Liaise with the departments of Talent & Workforce Planning and Innovation & Technology to continuously improve off-boarding processes 

C. Other Duties

  • Other duties as required and assigned by the Manager, Faculty Relations 

MINIMUM QUALIFICATIONS

  • University Degree in Business Administration or related field, with three (3) years’ related experience, or an equivalent combination of education and experience; 
  • Certified Human Resource Professional (CHRP) designation or equivalent is an asset 
  • Proven skills in relationship management and achieving results using a collaborative approach; 
  • Demonstrated success in contributing to change efforts while showing respect for, and sensitivity to, academic and disciplinary norms; 
  • Proven ability to communicate and work effectively with faculty, course instructors, graduate students, support staff, and university administrators; 
  • It is required that the incumbent possess: 

○ Excellent communication skills, both written and verbal;; 

○ Excellent customer services skills; 

○ Excellent interpersonal skills; 

○ The ability to work in a team environment; 

○ The ability to work independently; 

○ Strong personal initiative; 

○ Tact and good judgment; 

○ The ability to successfully meet deadlines; 

○ Excellent administrative and organizational skills with the demonstrated ability to take initiative and prioritize work in a high volume office; 

○ The ability to multitask and work under pressure in a dynamic environment; ○ The ability to work effectively with people of diverse backgrounds, styles and abilities. 

  • Excellent use of technology for collaboration; strong computer skills, including Microsoft applications; G-suite, smartsheets

For more information and to apply, please visit www.algomau.ca/careers/Faculty Relations Specialist

Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal-opportunity employer. The university invites and encourages applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-deserving groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons). 

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection, and/or assessment process to applicants with disabilities.