Job Description

The Faculty Affairs Manager supports and manages faculty affairs processes including creative leave and merit procedures, faculty searches, and professional development.

Qualifications

ESSENTIAL JOB FUNCTIONS:

Faculty Recruitment & Search Processes

• Works closely with the Director of Faculty Affairs in the administrative oversight of the faculty recruitment and search processin an Interfolio environment, ensuring compliance with Institute policies and supporting CalArts’ goals around equity, diversity, and inclusion. Including:
  • Collects EEO data and works closely with the Office of Institutional Effectiveness and Research to create search reports.
  • Creates faculty employment applicationsin Interfolio, places advertisementsin diverse sources, posts jobs on the CalArts website, and coordinates with the Office of Communications for social media postings.
  • Leads training and provides guidance, templates, and Interfolio usersupport for faculty search committee chairs, search committee members, and deans.
  • Sends regret letters to applicants who were not selected to interview.

Faculty Merit & Creative Leave Processes

• Works closely with the Provost, Executive Director Academic Affairs Budget & Administration, and Director of Faculty Affairs in the administrative oversight of the Creative Leave and faculty merit processes. Ensures compliance with Institute policies and supports CalArts’ goals around equity, diversity, and inclusion. Including:
  • Maintains the list of eligibility and communicates eligibility requirements to faculty.
  • Creates and manages the solicitation and collection of applications within appropriate software.
  • Leads training and provides guidance, templates, and Interfolio usersupport for merit committees and deans.
  • Manages applications through various stages of process from committees and deans to Provost review.
  • Drafts merit communications for the Provost and shares review materials with each applicant.
  • Sends award/regret letters.
  • Updates the Provost website with currently awarded Creative Leaves.
  • Collects post-Creative Leave reports and organizes the Creative Leave Colloquia.

Interfolio Administration

• Serves as the Institute Administrator for Interfolio including:
  • Implementation of new modules.
  • Leads user training and onboarding.
  • Sets best practicesfor all users.
  • Develops faculty training materials and instructional videos.
  • Provides troubleshooting and support for Institute users.
  • Serves as the Liaison between Interfolio support and CalArts.

Grant Administration

• Manages the Faculty Development Fund, Faculty Travel& Professional Development Grant, Research & Practice Fellowship Program, the Tim Disney Prize, the Student Interdisciplinary Grant, and the Curriculum Diversity Initiative application processes. Responsibilities include:
  • Oversight of budgets and recipient payments
  • Creation of grant applications, callsfor applicants, and oversight of proposalsthrough all stages of review.
  • Drafts appropriate language for call for entry, grant criteria, and award/regret letters
  • Coordinates faculty grant committees, including training of committee on each grant’s criteria
  • Correspondence with applicants regarding deadlines and award decisions
  • Processing of receipts for reimbursement and check requests, and collection of faculty reports.

Faculty Professional Development

• Works with the Director of Faculty Affairs to set faculty-focused programming for the academic year.
• Assists with the planning and organizing twice-yearly New Faculty Orientations and faculty onboarding with responsibilities including supporting guest speakers, and preparing and maintaining faculty onboarding materials such as the New Faculty Quick Start Guide.
• Coordinates faculty-focused eventsincluding room scheduling, visitorlogistics, arranging food service, staffing, event communications, etc.

Office of the Provost Support

• Manages Faculty Emeritus nomination, review process with Dean’s Council, Academic Council, and the Board of Trustees. Writes detailed bios for each nominee, and manages the communication of awards to recipients, and year-end recognition.
• Manages the Five Year Contract review process with the Board of Trustees. Writes biosfor each nominee.
• Ensures that the Faculty Handbook is updated with new and revised policies, progressed through the approval process, and disseminated as required.
• Manages Faculty Affairs and Academic Council communications including:
  • Creation, preparation, and delivery of mass communications and mailings.
  • Creation and maintenance of office web presence including the HUB and the Faculty Affairs website.
  • Management of online tools and resources for faculty.
• Provide backup support to other areas ofthe Provost Office as needed.
• Other duties as assigned.

SKILLS/ABILITIES:

• Superior knowledge of Microsoft Office especially Word and Excel and Google Suite
• Proven ability to manage independently a variety of projects with multiple deadlines;
• Strong interpersonal, communication (including good writing and proofreading skills), diplomacy, and organizational skills;
• Proactive and independent approach to work;
• Communicates well with others, both verbally and in writing, and is able to effectively interact with administration, faculty, staff, and other outside contacts;
• Ability to coordinate and maintain relationships with other departmentsto ensure efficient operations;
• Superior knowledge of Microsoft Office especially Word and Excel;
• Familiarity with using website platformsfor editing content;
• Possess a strong customer-service mentality and attitude;
• Detail-oriented and discretion in dealing with confidential material.

EDUCATION:

• BA or BFA degree

EXPERIENCE:

• Three to five years working in an office environment (higher education/artsinstitution environment preferred)

Application Instructions

This position is available immediately. If you are interested, please follow the link to Interfolio below:

Faculty Affairs Manager - ID:122727

Salary

$32.45 - $36.69 an hour

Equal Employment Opportunity Statement

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.