"Coordinator for Faculty Personnel Policy and Review"

Job Details

DePauw University is an Equal Employment Opportunity Employer:
Women, members of underrepresented groups, and persons with disabilities are encouraged to apply. Position will remain open until filled.

Administrative support for the Faculty Personnel Policy and Review Committee, the Chair of the Faculty Personnel Policy and Review Committee, the Vice President for Academic Affairs (VPAA), and academic department chairs and all faculty members involved in the faculty personnel review processes (i.e., interim, term, promotion, and tenure reviews).

This position is not eligible for immigration sponsorship at this time.

APPLICATION INFORMATION

Applicants should submit a cover letter and resume. Candidates may be requested to provide contact information for three professional references at a later date. Review of applications will begin on November 12, 2025 and continue until the position is filled.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Faculty Personnel Review Processes

• Maintain an ongoing schedule of faculty personnel reviews and department chair and program director selections.
• Establish deadlines each year for the faculty personnel review process.
• Maintain and update materials such as faculty personnel policies, file structure, and criteria for distribution to review candidates, Personnel Committees, and the Faculty Personnel Policy and Review Committee.
• Prepare and make personnel review announcements to the campus community.
• Contact review candidates and personnel committees, distribute informational materials, and assist throughout the review process.
• Gather and organize materials such as annual reports, peer observations, and student opinion surveys from personnel files for each review candidate.
• Generate reports of student names and solicit letters for review candidates
• Receive, sort, review, and file letters in support of review candidates.
• Review, organize, and post file materials to an online site and provide access to Personnel Committees and Faculty Personnel Policy and Review Committee members.
• Receive, review, and deliver Personnel Committee reports to review candidates.

Faculty Personnel Policy and Review Committee Work

• Coordinate, attend and take meeting minutes at Faculty Personnel Policy and Review meetings that include an annual meeting with University Counsel, two yearly informational meetings with review candidates and personnel committee chairs, and at least one meeting that includes Best Practices for review candidates, personnel committee members, and Faculty Personnel Policy and Review Committee members.
• File and maintain a record of all past meeting minutes and Faculty Personnel Policy and Review Committee recommendations.
• Draft and format confidential correspondence to review candidates, department chairs, and the President regarding Faculty Personnel Policy and Review recommendations.
• Maintain and update the Faculty Personnel Policy and Review website.

Other Personnel Processes:

• Document and record data for new faculty members and compute faculty quorum each semester.
• Create and maintain faculty personnel files for the Academic Affairs Office.
• Request, receive, and file updated curriculum vitae and annual reports of faculty members.
• Receive, record, and file peer observations of faculty members.
• Oversee the administration of student opinion surveys: set deadlines, review policies and send memos to faculty members each semester.
• Maintain records related to course reassignments and releases

Correspondence:

• Assist the VPAA in drafting, preparing and/or sending correspondence that may include confidential and complex information.

Problem Resolution:

• Research and provide information about past reviews and/or issues.
• Facilitate or expedite exchange of information with the VPAA as needed.

Other Duties as Assigned

POSITION QUALIFICATIONS

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions.
• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
• Analytical Skills - Ability to use thinking and reasoning to solve a problem.
• Autonomy - Ability to work independently with minimal supervision.
• Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Conceptual Thinking - Ability to think in terms of abstract ideas.
• Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.
• Judgment - The ability to formulate a sound decision using the available information.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
• Research Skills - Ability to design and conduct a systematic, objective, and critical investigation.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.

SKILLS & ABILITIES
Education: High School diploma or General Education Degree (GED) required. Associates’ or bachelor’s degree preferred.

Experience: Minimum of 4 years of successful administrative experience, preferably in an academic environment. Successful supervisory and staff development experience.

Computer Skills: Proficiency with computerized systems for word processing, spreadsheets, data management, internet search engines, web site maintenance, and other applications.

Other Requirements
• Familiarity with college or university administration preferred
• Excellent writing and oral communication skills
• Ability to work with complex data
• Ability to maintain strict confidentiality
• Ability to work on complex tasks simultaneously
• Ability to prioritize wisely
• Ability to work well with faculty members, staff members, and other University constituents and visitors
• Ability to work cooperatively and independently

PHYSICAL DEMANDS
Physical Demands Lift/Carry
Stand O (Occasionally)
Walk O (Occasionally)
Sit F (Frequently)
Handling / Fingering F (Frequently)
Reach Outward O (Occasionally)
Reach Above Shoulder O (Occasionally)
Climb O (Occasionally)
Crawl O (Occasionally)
Squat or Kneel O (Occasionally)
Bend O (Occasionally)
10 lbs or less O (Occasionally)
11-20 lbs O (Occasionally)
21-50 lbs O (Occasionally)
51-100 lbs N (Not Applicable)
Over 100 lbs N (Not Applicable)

Push/Pull
12 lbs or less O (Occasionally)
13-25 lbs N (Not Applicable)
26-40 lbs N (Not Applicable)
41-100 lbs N (Not Applicable)

N (Not Applicable) Activity is not applicable to this occupation.
O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)
F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)
C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

WORK ENVIRONMENT
Normal office work environment.

We are proud to recognize the active participation of faculty and staff in adding to the heritage of building and supporting vibrant, intellectual and creative lives for students and for ourselves. Principles of collaboration, respect for each other, diversity, freedom of expression, accountability and service guide the daily decisions and interactions across campus.

DePauw University, in affirmation of its commitment to excellence, endeavors to provide equal opportunity for all individuals in its hiring, promotion, compensation and admission procedures. Institutional decisions regarding hiring, promotion, compensation and admission will be based upon a person’s qualifications and/or performance without regard to race, color, creed, religion, national origin, sexual orientation, disability, age, gender, gender identity or gender expression, except where religion, gender, or national origin is a bona fide occupational qualification.

DePauw University’s goals and commitments are best served if the institution reflects the diversity of our society; hence, DePauw seeks diversity in all areas and levels of employment and abides by all local, state, and federal regulations concerning equal employment opportunities. The University admits, hires and promotes individuals upon their qualities and merits.

Employee Benefits Overview

There are many benefits offered to DePauw Employees.

For full time benefits eligible employees these benefits include medical, dental and vision insurance. Basic Life insurance, Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University. Full time employees may elect to purchase additional voluntary life insurance for themselves and their dependents. Additional voluntary benefits, Tuition Remission and Exchange, as well as Relocation Allowance are also employee benefits. See the Benefits Hub.

All employees may participate in the retirement savings plan, as well as employee discounts and access to University resources.

At DePauw, we recognize that our employees need to balance work and home. Please refer to University Policies for Vacation Time, Personal Time (hourly) and Sick Time policies in the Employee Handbook for more information on these and other benefits. When you need support, the Cigna Employee Assistance benefit is available to all employees and their households.

ENJOY ACCESS TO THE AMAZING FACILITIES AND PROGRAMS DEPAUW UNIVERSITY HAS TO OFFER, SUCH AS:

• Welch Fitness Center and wellness classes
• Indoor Tennis and Track Center
• University Libraries
• Peeler art galleries
• Green Center for the Performing Arts events and programs
• Ubben lecture series
• Free athletic events
• Bookstore and Starbucks (Greencastle) discounts
• Employee discounted meal plan
• Free parking
• Nature park, including walking and biking trails
• Personal duplicating and printing discounts

EEO is the law. Click here for more information.