Associate Director, YSM Academic Appointee Administration Operations

Associate Director, Academic Administrative Operations

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Reporting to the Director, Faculty Lifecycle Services, the Associate Director leads and oversees the school's academic administrative operations and processes that support YSM faculty and other academic appointees. Serving as a subject matter expert, the Associate Director will support operations involving academic hires and onboarding, payroll processing, terminations, non-academic leaves of absence, retirements and offboarding. This position serves as a point of contact and advisor to faculty and departments, providing counsel in accordance with University regulations, policies and procedures. Conducts research, evaluates and interprets School and University policies and assists faculty and staff in resolving complex issues. This position plays an essential role in managing and improving internal operations and systems and in delivering a functional and sustainable user support network across the YSM academic departments. Works closely with the Associate Director of Faculty Affairs on the operational and systems processes involved in academic hires, onboarding, promotion, leaves, and retirement.

Systems management and process support: Monitor use of existing systems (e.g., Workday, lnterfolio, Salesforce RFP, FSRP and FOL) and identify needs for adjustments. Identify any limitations of the University's enterprise systems associated with providing YSM leadership and business offices with the personnel management tools required to track and process the volume and complexity of information encountered at the School of Medicine. Work with the University's central HR organizations in the development and testing of systems applications as they relate to the processing of academic lifecycle events and compensation management.

Academic Appointee Administration training and communications: Take a leadership role in training the community in use of applications in YSM, communicating all system and process related changes, and developing internal documentation and/or related material for training. Document and maintain operating procedures for YSM academic appointee offices. Encourage collaboration and partnership with process owners, business managers and staff in meeting application requirements. Motivate and sustain continued collaboration across teams and team members.

Academic Appointee Data Quality Assurance: Develop and maintain accurate reporting and auditing of academic transactions and associated data. Work closely with internal and external auditors to provide documentation and explanation of academic appointee lifecycle and compensation processing and business practices as well as validate the integrity of master data.

Leaves of Absence: Oversee non-academic leaves of absence for faculty and clinical trainees, including providing consultation and escalation as needed; interpret and support policy updates and coordinate with the Provost's Office and the Office of General Counsel as needed; and conduct quarterly reconciliation of Child Rearing Leave accounts.

Faculty Annual Compensation Review Process: In collaboration with the Director, Faculty Lifecycle Services, support the annual faculty compensation review, including review and testing of Workday merit applications; updating training materials and communications; submission review; and department-level training and support.

Manage and lead a team of non-exempt staff who support the hire, compensation, payroll, benefits, leaves of absence and retirement/termination processes for faculty and other academic appointees. Resolve complex inquiries that require an in-depth knowledge of HR and payroll procedures and system application process and analysis of inconclusive or obscure data. Implement and establish procedures and best practices to enhance work outcomes and performance. Ability to design and develop quality assurance measures for sound audit reviews where financial impacts are applicable. Serves in various capacities on university-wide and YSM committees. Leads and/or participates in special projects aligned with strategic goals of the school. Provide back-up support to the YSM Senior Human Resources Transaction specialists as needed, especially during peak seasons and absences. Handle processing of sensitive and/or complex academic appointment transactions. May perform other duties as assigned.

Required Skills and Abilities

1. Strong written and oral communication skills; proven ability to articulate ideas in verbal and written communications. Excellent interpersonal skills and demonstrated ability working with faculty, staff and administrators at all levels.

2. Strong analytical skills including a strong aptitude for systems and technical solutions, business process analysis, organizational, planning, problem-solving and reasoning skills.

3. Ability to meet deadlines, and work under pressure and with frequent interruptions without sacrificing accuracy or customer service. Ability to work both collaboratively and independently in an organized and productive manner.

4. Flexibility, good judgment, and ability to maintain confidential information. Ability to work across departmental lines to influence others and achieve results.

5. Proficiency with Microsoft Office including MS Teams and Excel.

Preferred Skills and Abilities

1. Proven experience in an academic environment, and the academic appointee lifecycle.

2. Proven experience in a medical academic environment is a plus. Proven experience with database systems and online cloud systems.

3. Knowledge of state and federal employment regulations.