Academic and Faculty Affairs Specialist (HR Business Partner) at Indiana University in South Bend, Indiana

Job Description:

Department



EVC CAMPUS ACADEMIC AFFAIRS (SB-ACAD-IUSBA)



Job Summary



The Academic and Faculty Affairs Specialist is responsible for leading the highly complex and diverse processes associated with faculty appointments and promotion, serves as institutional equity lead, and manages the Academic Affairs office of IU South Bend.


Department-Specific Responsibilities

• Manages the academic personnel processes (including but not limited to appointments, promotion, tenure, reappointments, leaves, sabbaticals, accommodations, retirements, and personnel issues) which include a broad range of approvals locally, within IU, and/or from the Board of Trustees.


• Serves as the institutional equity lead for faculty and staff at IU South Bend, including conducting intakes for faculty and staff who wish to file reports of sexual misconduct or discrimination, advising on informal adjudications, working with the IU Office of Institutional Equity to track investigations, training faculty and staff on equal opportunity, affirmative action, and inclusive excellence, and providing support on faculty accommodations.


• Coordinates and manages the integrity of the Human Resource Management and Search Management systems. Acts as final campus approver on all academic electronic documents.


• Conducts training sessions for academic support staff related to academic appointments and other academic policies and procedures. Directs and manages the accurate processing of academic appointments and compensation. Oversees academic support staff who authenticate/prepare Federal requirements/forms and compliance. Serves as the tentative non-confirmation representative within the E-Verify system for academic appointees on the South Bend campus.


• Uses independent judgement in the interpretation and administration of academic policies.


• Approves all new faculty contracts to ensure accuracy of and compliance with University/State/Federal policies and IU/campus procedures as they relate to faculty records.


• Monitors part- and full-time faculty positions to ensure offers align with budgeted amounts. Works with the deans, directors, and the budget office to reconcile any budget discrepancies.


• Monitors faculty salaries and budgeted positions and maintains faculty vacancies. Reviews and confirms accuracy of annual full-time faculty salary information before distribution.


• Reports on faculty personnel action items for approval to the Board of Trustees.


• Compiles, collates, analyzes, and disseminates data from source documents to develop and maintain statistical reports on faculty as needed to administrators, faculty, staff and various groups on campus. Develops and maintains various extensive informational reports. Oversees, maintains, and monitors various academic record files.


• Refines all office and academic personnel processes for efficiency and accuracy.


• Serves as the Executive Vice Chancellor for Academic Affairs¿ (EVCAA) liaison to campus Deans, Directors, budget office, and other administrators related to faculty appointments and polices. Stays current on all academic policies to provide guidance and training on new regulations to all constituencies on campus.


• Develops and manages the promotion, tenure, and reappointment faculty lists and calendar for the campus.


• Serves on the EVCAA Executive Team to provide advice and counsel.


• Manages the Academic Affairs office (both functions and staff), oversees and/or implements all aspects of high-level projects. Serves as primary supervisor for office staff and coordinates work to meet deadlines. Partners to create and maintain an environment of diversity and inclusion.


• Drafts and edits communications and other documents.
  Plans special events. Handles special projects aligned with employee's skills.


• Handles some scheduling and calendar management for the EVCAA and Associate Vice Chancellors.


• Ensures confidentiality of all matters including budgetary and personnel information.


• Works autonomously and exercises good judgement with a great deal of steadfastness and sensitivity.


• Reports to the EVCAA.

General Responsibilities


Utilizes and applies in-depth HR body of knowledge and skills to provide tactical guidance for HR related matters like salary administration, hiring, training, and policy interpretation.
Resolves and provides solutions for more complex employee relations issues with continued partnership, counsel, and support from COEs.
Collaborates and develops recruiting strategies to meet current and/or anticipated staffing needs; ensures recruiting and staffing needs are met in a timely manner.
Collaborates with other business partners and managers to improve and build effective relationships to improve employee engagement and identify ""high priority"" retention needs.
Coaches leaders to help determine best solutions regarding policy interpretation, performance issues, workforce planning, change management, conflict resolution to ensure alignment and consistency across the university.
Provides HR consulting and problem-solving solutions on issues to leaders and managers
Collaborate with HR COEs to roll out and support university-wide initiatives, ensure client's needs are understood and met, and deliver change management interventions.
Provides support for ensuring an environment of diversity and inclusion.



Qualifications



Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION



Required

• Bachelor's degree (preferably in Human Resources)

WORK EXPERIENCE



Required

• 3 years Human Resources or related progressively responsible experience

LICENSES AND CERTIFICATES



Preferred

• SHRM-CP/PHR 1 Year

SKILLS



Required

• Excellent collaboration and team building skills


• Effective conflict management skills


• Effective interpersonal skills


• Demonstrates project management skills


• Develops and delivers effective presentations


• Strong verbal communication and listening skills


• Ability to influence internal and/or external constituents


• Strong working knowledge of multiple human resources disciplines including talent acquisition, employee relations, compensation practices, compliance with federal and state laws


• Detailed knowledge of Federal, State, and Local employment laws/regulations


• Consulting Acumen


• Developing coaching skills

Preferred

• Ability to interpret university and other relevant policies related to the job duties.


• Experience with Microsoft Office Suite (Word, Excel, and PowerPoint) and Microsoft Teams


• Experience with data informed decision making and use of Excel or similar software for data analysis


• Experience with human resources management systems (such as People Admin and HR Management System)


• Ability to learn software systems


• Ability to work with minimum supervision

Working Conditions / Demands



This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.



Additional Information



For best consideration, please submit complete application materials by February 10, 2025.



Work Location



Indiana University South Bend campus


South Bend, Indiana



Advertised Salary



$60,000.00 - $70,000.08 annual salary



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance


• Health savings account with generous IU contributions


• Healthcare and dependent care flexible spending accounts


• Basic group life insurance paid by IU


• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance


• Base retirement plan with generous IU contributions, subject to vesting


• Voluntary supplemental retirement plan options


• Tuition subsidy for employees and family members taking IU courses


• 10 paid holidays plus a paid winter break each year


• Generous paid time off plans


• Paid leave for new parents and IU-sponsored volunteer events


• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.



Job Classification



Career Level: Career


FLSA: Exempt


Job Function: Human Resources


Job Family: HR Generalist/HRBP


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Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


If you wish to include a cover letter, you may include it with your resume when uploading attachments.



Equal Employment Opportunity



Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.



Campus Safety and Security



The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.



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