"Academic Resource Specialist"

Position Title

Academic Resource Specialist

Position Summary

The Academic Resource Specialist supports the administration of faculty recruitment, onboarding, visa processing, and employment compliance within the Office of the Provost. Reporting directly to the Associate Director for Faculty Affairs, this position ensures accurate documentation, adherence to policy, and efficient execution of employment processes. The Specialist plays a critical role in tracking employment actions, maintaining personnel data, processing employment verifications, and supporting faculty hiring in compliance with institutional and federal guidelines.

Essential Duties and Responsibilities

1. Faculty Recruitment & Onboarding Support

• Post faculty positions using institutional systems and external platforms
• Manage candidate files and maintain electronic documentation for all searches
• Support search committees by monitoring applicant tracking and sending approved correspondence
• Coordinate onboarding logistics, including background checks, I-9 employment verification, and onboarding checklists
• Initiate and maintain faculty personnel files and process relocation/start-up documentation

2. Employment Compliance & Data Integrity

• Conduct I-9 verifications and maintain records in accordance with federal regulations
• Perform background checks on new faculty hires using approved vendors
• Ensure hiring practices follow EEO, affirmative action, and institutional policies
• Maintain SmartSheet-based tracking systems for onboarding, contract actions, and credential review
• Assist with the preparation of compliance and audit documentation

3. Visa & Immigration Processing

• Support faculty visa and immigration processes in coordination with the Associate Director
• Gather and submit necessary documentation to external legal counsel (e.g., Fragomen)
• Track visa types, expirations, and compliance requirements for OPT, CPT, J-1, and H-1B statuses
• Serve as a point of contact for departments and new faculty navigating immigration support

4. Administrative Support

• Provide administrative assistance for faculty development events, training, and orientations
• Coordinate onboarding events and logistics for new and visiting faculty
• Maintain accurate filing systems and support internal communication efforts

5. Systems & Process Coordination

• Serve as the primary user of PeopleAdmin for recruitment and onboarding
• Use SmartSheet to manage faculty credentialing, contract workflows, and compliance checklists
• Recommend improvements to enhance workflow efficiency and reduce process redundancies
• Assist in generating reports and employment summaries for Academic Affairs leadership

6. General Support & Collaboration

• Maintain confidentiality and professionalism in handling sensitive faculty records
• Communicate policy updates, deadlines, and procedural guidance to academic departments
• Provide operational support and carry out additional duties as assigned by the Associate Director for Faculty Affairs
• Perform other duties as assigned

Required Qualifications

• Minimum of 5 years of related experience in academic administration, human resources, or employment compliance
• Knowledge of I-9 regulations, background check procedures, and employment law
• Experience with visa/immigration support in higher education settings
• Proficiency in Microsoft Office Suite, Banner, PeopleAdmin, and SmartSheet
• Strong attention to detail, organizational skills, and ability to manage competing priorities
• Excellent written and verbal communication skills and ability to interact with diverse stakeholders

Preferred Qualifications

Bachelor's degree preferred

Certifications, Licenses, Restrictions

None

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, walk, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Full Time/Part Time: Full-time

Work Location/Schedule
This position is eligible for a hybrid work arrangement.

Posting Number: SC0872P

Open Until Filled: No