Faculty Approvals Specialist

Please Note: Internal Employees, please access the Jobs Hub in Workday to apply for the position. ABOUT US University of Massachusetts Global is a private, nonprofit affiliate of the University of Massachusetts, created to help working adults change their lives through flexible, high-quality education built for real life. Regionally accredited by the WASC Senior College and University Commission (WSCUC) and recognized by U.S. News & World Report among the Best Online Programs for 13 consecutive years (2013–2025), the university has a long track record of online innovation. Students across 49 states and internationally can upskill, reskill, and move forward without putting life on hold through technology-enabled, real-world learning.​ With 55+fully online, career-focused programs designed around the realities of work, family, and constant change, we remain ever-focused on developing future-ready learners who can thrive in a rapidly shifting world. This position is open to candidates who currently reside in one of the following approved states from which the role may be performed remotely: Alabama, Arizona, Georgia, Idaho, Indiana, Minnesota, Nevada, New Hampshire, North Carolina, Pennsylvania, South Carolina, Tennessee, Texas, Virginia, Wisconsin. Employees must be available for collaboration during core hours from 10am to 3pm (PST). ABOUT THE ROLE The Faculty Relations Specialist II is responsible for processing approvals for all adjunct faculty and full-time faculty employed at UMass Global. They will collaborate across departments in the coordination of requests for teaching approvals, new hire business practices, collection of new hire documents and concierge and onboarding activities. Additionally, they will participate in auditing system data to identify inconsistencies and provide solutions to reconcile missing or incorrect data. TYPE OF SUPERVISION: Receive general supervision from the Director, Faculty Approvals. General Supervision — indicates that the incumbent performs a variety of duties; some of which may be complex duties within established policy guidelines; and receives occasional supervision. POSITION DUTIES AND RESPONSIBILITIES: ESSENTIAL FUNCTIONS: Recruiting and Onboarding Coordinates the posting of open positions for Faculty and Adjunct Faculty in Workday, including reviewing position descriptions, creating new requisitions, and closing requisitions as needed. Monitors candidate workflow on open requisitions and supports Deans and faculty recruiters by responding to candidate questions, conducting reference checks, and drafting offer letters and contracts. Facilitates the onboarding process for new Faculty and Adjunct Faculty by assisting with system access requests, auditing new hire paperwork, and collecting required records from new hire. Provides training to new Faculty and Adjunct Faculty on various system access and commonly used sites, including training access, timesheet entry, SharePoint, and location of University policies and resources. Approval and Administration Coordinates and assists with the approval process for Request for Teaching approvals (RTA) by answering questions, processing blanket approvals/changes, routing, and final communication. Updates various systems when an RTA is approved. Makes updates to records such as, adding/removing holds, updating CVs, and adding new transcripts. Processes terminations in systems and assists in collecting University equipment. Updating Faculty Records Runs reports and inspects Faculty records across systems to ensure records align and investigates anomalies. Maintains and reviews Faculty and Adjunct Faculty pay records, checking that allowances are added at the beginning of each session and any extra pay is added, based on the contract. Creates and runs necessary reports to audit Adjunct Faculty time entry bi-weekly to identify missing timesheets and those who have submitted timesheets incorrectly. Communicates with Adjunct Faculty when corrections are needed to a timesheet and collaborates with Payroll and Human Resources to make any needed corrections. Develop training tools such as job aids and videos to support timekeeping tasks Responds to faculty data reporting inquiries from a variety of departments including IR, IT, Academic Administration, etc. Ensures quality and functionality of systems by completing thorough user testing of new features, enhancements, and bug fixes. Other Duties Perform other duties, as assigned POSITION SPECIFICATIONS AND REQUIREMENTS: EDUCATION, EXPERIENCE, CERTIFICATION AND/OR LICENSES: Bachelor’s degree or an equivalent combination of education and experience Minimum two years of previous related experience, such as: customer service, human resources, and/or administrative services. Desired Demonstrated ability to successfully perform Faculty Relations Specialist I duties Previous experience working in higher education; Knowledge of UMass Global University policies and procedures. ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES: Strong customer service skills Outstanding interpersonal and active listening skills along with an analytical and critical thinking ability to interpret and respond appropriately to diverse groups of people in various situations Ability to communicate clearly and concisely with tact and diplomacy in all oral and written communications Ability to work effectively in a team environment and participate to get the job done, while continually focusing on the needs of campus Ability to exercise appropriate personal initiative and accountability Ability to handle sensitive information in a confidential manner General familiarity working in database systems including data entry, queries and running reports Ability to create reports using advanced excel knowledge including graphing, tables, charts, calculations, automation, vlookup, and pivot tables. Proven ability to execute instructions accurately and in a timely manner Strong administrative, organizational, and prioritization skills Knowledge of University policies and procedures is desirable Ability to accurately perform key mathematical functions (e.g. addition, subtraction, multiplication, division) Desired: Knowledge of Banner, LMS platforms (Blackboard a plus), and/or Workday database systems. Machines, Tools, Equipment, Electronic Devices and Software : Intermediate level experience in Microsoft Office Word, Excel, Outlook. Ability to effectively use scanning and video conferencing technology. General familiarity working in database systems, including data entry, queries and running reports. Contact with Students: Occasional Contact with Faculty and/or Staff: Frequent Contact with Community and Vendors: Occasional SPECIAL REQUIREMENTS: Working conditions are normal for an office environment. Position may be required to work flexible hours particularly given campuses’ extended hours of operation and may require occasional weekend and/or evening work. Applicants for this position are subject to a background check and a criminal history review. T he hiring range for this position is $19.00 - $23.00 per hour. Offers are determined by a variety of factors, including but not limited to geographical location, knowledge, skills, years & depth of experience, and equity with internal team members. BENEFITS AND PERKS At the University of Massachusetts Global, we support your total well-being with flexible and meaningful benefits: Health: Medical, dental, and vision coverage with spending account options. Work-Life Balance : Remote options, flexible schedules, 1/2 day Fridays (biweekly), generous time off, including paid holidays and a paid winter break. Financial Security: Life, disability, accident, legal, identity protection, and student debt support. Retirement: 403(b) plan with a Roth option. 3% non-elective contribution and up to 6% match for a 9% total employer contribution! Education: Tuition discounts for employees and family and Tuition Exchange program with other universities. PSLF eligible employer. Wellness: Counseling services, Free Calm Health subscription and year-round wellness programs. Equal Employment Opportunity – UMass Global is committed to providing an educational and work environment free of unlawful discrimination and harassment in any form. UMass Global prohibits all forms of discrimination and harassment on the basis of age, race (including hairstyle/texture, protective hairstyles, braids, locks, and twists), color, religion (including religious observance, belief, practice dress and grooming practices), citizenship, pregnancy (including temporary physical or mental limitations related to, affected by, or arising out of pregnancy, childbirth, or any related medical conditions), sex, gender identity, gender expression, transgender status, national origin, ancestry, physical and/or mental disability, legally-protected medical condition, military (past, present or prospective) status, veteran status, marital status, sexual orientation, sexual and reproductive health, genetic information, or any other characteristic protected by local, State or Federal law. Reasonable Accommodation – UMass Global provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the recruitment department at [email protected].