Personnel Services Manager

This position requires the ability to learn and understand HR policies and procedures relevant to recruitment, pay, and employee benefits, as well as the faculty lifecycle process which includes annual review, promotion, tenure, faculty verification, leaves, and separations/retirements. Additionally, this position requires a commitment to a high level of confidentiality, excellent interpersonal, communication, and organizational skills, and a proactive mindset.

Job Description:

Required Qualifications:

• Bachelor's degree or equivalent combination of education, experience, and training.
• Excellent oral and written communication skills.
• Proficiency with Microsoft Office Suite applications (Word, Excel, Outlook, TEAMS, and PowerPoint) and the ability to quickly learn new systems/programs.
• Demonstrated experience managing complex administrative processes and workflows.
• Strong problem-solving and analytical ability.
• Strong organizational skills with the ability to carry out multiple competing and changing priorities within a deadline-driven environment.
• Detail oriented with good records management skills.
• Experience with adhering to organizational policies and procedures.
• Ability to handle sensitive and confidential information with discretion.

Preferred Qualifications:

• Experience in higher education administration, human resources, or faculty affairs.
• Substantive experience with an HR information system or related data processing system.
• Experience establishing workflow processes and standards operating procedures (SOPs).
• Experience with OneDrive and SharePoint.

Job Duties:

40% - Personnel and Pay Actions Support:

• Create and maintain tracking mechanisms for all new and recurring personnel actions.
• Create all personnel, pay actions, and funding allocations for submission and processing according to existing policies and by designated deadlines.
• Process clearance requests for all terminating employees in a timely manner.
• Educate employees (student and non-student) on timesheet submission and approvals as necessary.
• Run and/or maintain employee reports (staff, faculty, adjuncts) for reference.
• Troubleshoot payroll questions and work with University HR, Payroll, and Student Employment to resolve any issues.
• Maintain organizational charts and job descriptions.
• Coordinate annually with the Dean, the Director of Finance & Administration and Finance, and UHR to create, update, or terminate stipend/secondary positions as needed.
• Manage records and data systems, ensuring accuracy, confidentiality, and compliance with records retention policies.
• Ensure University HR receives all relevant personnel documents for employee files to ensure compliance with University, State, and Federal Laws and Regulations.

25% - Faculty Lifecycle Management:

• Manage end-to-end faculty lifecycle process, including recruitment, promotion and tenure, contract renewals, leaves, and retirements.
• Manage faculty contracts, renewals, and appointment changes.
• Support the Office of Academic Programs and Department Chairs in tracking faculty load.
• Oversee promotion and tenure processes, including timelines, dossier management, and approvals.
• Manage faculty lifecycle actions such as leaves, tenure clock extensions, retirements, and emeritus status.
• Ensure accurate and timely submission of materials for required approvals for all faculty actions, to include all requirements are met for faculty actions to be submitted to the Board of Visitors.
• Provide guidance to the Faculty Evaluation Committee on policies and procedures related to faculty advancement.
• Coordinate and support the faculty annual review process, including timeline management, data preparation, documentation, and submission workflows.
• Create, disseminate, and share annual faculty notification letters as required.
• Lead and manage the annual university Faculty Verification process including data accuracy, credential validation and documentation of qualifications for the School.
• Ensure compliance with policies and procedures of the University, Office of the Provost, the W&M Faculty Handbook, and the School.
• Provide oversight and support reporting and analysis through appropriate university platforms related to faculty data.

15% - Position Recruitment Management:

• Serve as liaison with UHR and other offices as appropriate for recruitment and hiring actions.
• Coordinate with UHR to provide the necessary departmental administrative support for recruiting for all SOE positions including updating position descriptions, posting positions, updating applicants, and processing hiring information.
• Work with appropriate personnel and UHR to create and revise position descriptions for recruitment or reclassification.
• Ensure search committees receive direction and follow UHR procedures for job postings, candidate reviews, interviews, and hires.
• Support the recruiting and hiring process by providing guidance for posting questions, employment advertising, and interview questions, developing screening grids based on required and preferred qualifications, reviewing applications and resumes to ensure the hiring of the best-qualified staff, and communicating with applicants as needed.
• Support the search chair and the Dean's Office with faculty searches by arranging travel and lodging for candidate, making arrangements for on-site meetings (including room reservations and catering), and posting relevant documents.
• Coordinate with the Office of Academic Programs and Department Chairs to compile a complete list of adjunct hires for each upcoming academic year by new and rehire status, with course name, pay dates, contract dates, and payment amounts.
• Process new adjunct hires as directed to include the annual job posting, application tracking, contract dissemination and receipt, hiring proposal submission, and I9 verifications.
• Ensure compliance with university and school policies throughout the hiring process.
• Process Out of State forms as needed.
• Process I-9 verifications per federal and University policies for all new hires, assisting international students and faculty in the social security card process in coordination with Reves Center and University HR.
• Support the onboarding process as directed.
• Ensure all necessary departments are notified of all new hires and changes for related actions such as providing computer equipment, system access, website updates, course listings, etc.

10% - Student Employment Support:

• Process and track requested student hires by completing all necessary steps as directed by Student Employment/ Financial Aid and adhering to all University policies and procedures.
• Onboard all student hires including timesheet training and communication of all applicable School and University processes and policies.
• Assist student employees with timesheet issues, manual timesheet submittals, and payment questions coordinating with Student Employment and Payroll.
• Coordinate background checks for students placed in school divisions, maintain current records on student background check completions, and the requirements and procedures for background checks with our division partners.

10% - Strategic Assessment, Leadership, and Collaboration:

• Serve as SOE liaison with various university offices to include, but not limited to, UHR, Office of Institutional Research, Office of the Provost, Student Employment, and Financial Aid.
• Maintaining up-to-date and accurate digital records and tracking documents in a confidential and yet shareable format for the appropriate stakeholders.
• Communicate updates to policies, procedures, and deadlines to appropriate stakeholders.
• Regularly identify, assess, and implement new best practices, regulatory changes and efficiency opportunities to update the effectiveness of policies and processes.
• Serve as the SOE representative in position related university meetings, trainings, and focus groups.
• Represent the SOE on university and school-wide committees as appropriate.

Hiring Range: up to $65,000 commensurate with experience and internal alignment.

We will not sponsor applicants for work visas for this position.

Additional Job Description:

For full consideration, please provide a cover letter, resume/CV, and the names and contact information for a minimum of three professional references by the review date of October 5, 2026. Materials received after the review date will only be considered on an as-needed basis.

Job Profile:
JP0292 - General Administrative Supervisor I/Coordinator I - Nonexempt - Salary - S09

Qualifications:

Position Restrictions:
Continuing E&G funded position and not term-limited

EEO is the Law. Applicants can learn more about William & Mary's status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor's ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.