Job Description

Our client a well known University is looking for an Assistant Director in their Facility Affairs Department!

Responsibilities:

Faculty and Student Officer Appointments:

• Prepare, issue, and verify salaries and appointment letters for part-time adjunct faculty, adjunct researchers, associates, and student officers.
• Collaborate with Program Directors and the Assistant Dean of Faculty Affairs to gather confidential salary information.
• Transmit letters and employment paperwork, ensuring compliance with Federal, State, and University policies.
• Submit all employment documentation to the Finance Office via the University Human Resources system in adherence to established deadlines.
• Compile and submit documentation to the International Students and Scholars Office for international adjunct faculty requiring visas.
• Stay informed of Homeland Security regulations regarding international adjunct faculty.
• Manage adjunct faculty-related processes, including tracking earned sick leave, monitoring grants, course expenditures, conference funding, and other allowances approved by the Dean.
• Oversee the approval process for guest critics and lecturers in coordination with Program Directors, the Finance Office, and other University departments.
• Contribute to the development of new workflow processes for adjunct and student officer appointments.

Ph.D. Program Support:

• Ensure Ph.D. students are registered for the correct status and manage requests for tuition, fees, and stipend payments in line with GSAPP and GSAS policies.
• Monitor travel stipends and other funds approved by the Dean.
• Maintain records of academic progress, including examination dates, time to degree, and language examinations.
• Assist with the selection and appointment of Teaching Assistants and other student officers at the Master’s level, including advertising open positions and preparing appointment paperwork.

Payroll and Financial Operations:

• Monitor, reconcile, analyze, and report payroll and human resources activity for the Dean’s Office.
• Ensure revenue and expense accounting systems reflect accurate program and department activity, including receipts, billing, deferments, and reconciliation.
• Collect data from university and departmental systems, identify discrepancies, and conduct research and follow-up.
• Reconcile data from multiple databases and produce associated reports.
• Communicate with senior staff and other University departments to resolve issues.
• Maintain analyses and forecasts of payroll, service contract expenses, and other financial activities.
• Prepare routine financial reports and assist with quarterly closing transactions and external reports for governmental and regulatory agencies.
• Carry out special projects and financial analyses as directed by the Senior Associate Dean of Administration and Faculty Affairs.

Administrative Support:

• Manage the Dean's calendar, travel arrangements, and expense reimbursements.
• Assist with confidential processes such as tenure nominations and faculty searches.

Other Duties:

• Perform related duties and responsibilities as assigned.

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