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Academic Personnel Specialist

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Position Description

Under general supervision of the Faculty Services Manager, this position has analytical and administrative responsibility for services provided by the Faculty Services Office. Responsible for management of a subset of academics from each of the colleges, encompassing all types of academic employment and actions, including policy interpretation and analysis, recruitments, appointments, hiring and new hire paperwork, consultation on policy exceptions, benefits eligibility, payroll, leaves of absence, separations, historical data reports and management, and consult/contribute to website maintenance.  Serve as consultant to the Faculty Services Manager in analysis and formation of policy and key procedures for operation of academic personnel.  Actively participate in short-term and long-term goal planning.  Provide assistance and serve as backup to the Faculty Services Manager and the Provost's office as needed.

Essential Functions


Participate in special project-oriented assignments requiring gathering and analyzing data, projections, statistics and report generation.

Design, create and maintain academic personnel databases and spreadsheets; use creativity, analysis, and innovation to collect, query, display and analyze data for self-determined projects or projects request by Faculty Services Manager and others that are sensitive and confidential in nature. These can include analysis, review, writing, research, and documentation.

A. Academic Appointments and Employment

  • Assist in the administration of employment processes for approximately 1100 academic appointees, including letters of appointment and stipends, and collaborate with multiple campus offices, including Payroll, Benefits and the Planning Office.
  • Manage all employment processes for a subset of appointees (adjuncts and affiliates)
  • Review and analyze appointment, reappointment, and amendment files for compliance to policy. Maintain consistent application of policies across the university.
  • Advise department contacts regarding university policy and procedures.
  • Assist in identifying, modifying and implementing systems and procedures for effective processing of academic appointments and reappointment actions.
  • Review requests for layoffs, leaves and other actions that impact academic appointments.

 B. Recruitment and Appointments

  • Interpret policies to instruct department/school staff on procedures regarding recruitment and hiring, exceptions to policy, change in appointment, equal opportunity of employment regulations, and ensure compliance with all regulations.
  • Assist in preparation of advertisements for open positions in accordance with campus equal opportunity regulations and departmental needs.
  • Set up, maintain, and troubleshoot EngageSU (recruitment software).
  • Advise and collaborate with departments/schools and search committees in the proper appointment/reappointment procedures and request required appointment information. 
  • Analyze and review high volumes of information and documents for accuracy and compliance with university policy. Determine need for additional documentation.
  • Draft and/or edit contracts for Provost’s signature.
  • Upon hire, assist departments in orienting all new academic employees to the services available to them.

 C. Reviews, Appraisals, and Leave Programs

  • Assist in coordinating and tracking deadlines for reviews, appraisals and leave programs for academic appointees.
  • Inform in writing prospective appointees of eligibility for proposed review or leaves and request required information and documents to compile academic review file. Assist in analyzing documents for accuracy and compliance with university guidelines. Determine need for additional documentation.



A. Assist in analysis and review of modification of academic personnel policies and procedures, and/or in the development of new policies to meet changing federal, state, university and department requirements.

B. Interpret university and departmental policies (and federal and state policies as applicable) regarding academic procedures, including those regarding recruitments, contracted appointments and reappointments, hiring, advancements, overloads, policy exceptions, benefits, leaves of absence, separations. Ensure full compliance with all applicable regulations and deadlines.

C. Serve as a resource to faculty and support staff on a wide variety of academic policies, procedures and precedents, some of which may be of a highly confidential and politically sensitive nature. This includes but is not exclusive to acting as a "sounding board" for problems, ideas and suggestions, taking initiative to anticipate, solve issue/problems and present options that arise as they relate to academic personnel.

D.  Participate in short and long range planning with Faculty Services Manager to meet changing department goals and objectives.

E. Act as liaison to departments/schools on a variety of academic related topics, which may be non-routine, sensitive in nature, and have critical deadlines. Attend university meetings/workshops relating to academic personnel and disseminate information for improvement and/or development of internal systems.



A.  Coordinate and process transactions in the Payroll/Personnel System (Colleague) for academic appointees including complex transactions (e.g., multiple appointments, multiple departments, stipends, merits, new appointments, funding changes, promotions, leaves, separations, retirements.) in an accurate and timely manner.

B. Provide direction and advice for the resolution of complex payroll problems for academic appointees. Determine benefits eligibility for new and rehired academic employees.

C. Identify potential need for special checks and/or pay advances for academics and coordinate process with the Payroll Office.

D. Act as liaison to departments and academic appointees in gathering required hiring documentation, advising department/school contacts of appointment/reappointment procedures, payroll inquiries, honorarium and moving expenses. Provide general support in the orienting of new employees regarding the services available to them.

E. Keep current with Colleague program developments, consult on system modifications and improvements, and ensure efficient functioning of payroll processes.

F. Provide employment verification to outside agencies.



A. Support Faculty Services Manager and the Office of the Provost during peak periods, absences (vacation, sick) and position vacancy, as necessary.

B.  Other projects consistent with job classification as requested by Faculty Services Manager, Assistant Provost and Provost

C.  Act as academic files custodian, handling sensitive documents and tracking when files can be purged and which documents must be kept.

D.  Consult and contribute to design, testing and maintenance of Faculty Services web site and web applications.


Bachelor’s degree and two years previous experience working in faculty personnel employment or human resources.  One year of supervisory experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.  

Ability to work independently, exercising initiative and judgment in the performance of a broad range of responsibilities in an environment of routinely sensitive and confidential issues; with the acumen and sensitivity to identify those decisions and activities which require confidentiality and/or higher level consultation and/or group collaboration.

Strong, proven leadership, organizational, negotiation, analytical, management practices, and problem solving skills.

Attention to detail and ability to follow through on both independent and group projects, understanding the philosophy of quality service and cooperative group process, while displaying proven aptitude for both solitary and team-related endeavors.

Demonstrated ability to set priorities, work independently and resourcefully against deadlines, exercising a high degree of judgment, discretion and confidentiality. Ability to diplomatically persevere in assisting academics to meet established deadlines.

Excellent verbal and written communication skills necessary to communicate ideas internally, externally and inter-departmentally, using tact diplomacy and flexibility. Commitment to abide by mission, vision and values of the Seattle University community in daily interactions with customers and colleagues.

Ability to proof, draft, edit and make recommendations for correspondence and written materials. Ability to write and speak concisely and persuasively.

Demonstrated theoretical and practical knowledge of Seattle University academic policies and procedures needed to manage, coordinate and advise on academic personnel matters; ability to research, advise, or consult with Faculty Services Manager, and others to propose creative solutions in line with university objectives.

Ability to analyze documents for compliance with university regulations and procedures.
Skills to research and advise on emerging and new federal regulations regarding I-9s and other employment documents, including employment of international scholars.

Experience with both routine and non-standard computerized payroll system (Colleague) entries. Ability to analyze past transactions and determine the correct path of action for multiple situations.

Working knowledge of benefits administration and the coordination between offices of academic personnel, human resources and payroll.

Strong computer skills in a PC environment, with an excellent command of Excel, and demonstrated ability to work independently and proficiently with a variety of business applications, including the full Microsoft Office Suite, email, word processing, database, and web browsing, and University information systems (i.e. Colleague), with the willingness and ability to update and increase skills and knowledge as needed. Demonstrated experience with computerized systems, database management, and spreadsheet and word processing programs to manipulate data and create reports.

Demonstrated ability to collect data, anticipate and resolve problems, evaluate possibilities of alternative solutions.

Knowledge and understanding of the structure of large organizations and how to effectively operate to accomplish goals and develop new initiatives/programs within this framework.

All candidates must show a demonstrated commitment to diversity and the university's mission, vision, and values.

This position requires a criminal history background check.

Seattle University, founded in 1891, is a Jesuit Catholic university located on 50 acres in Seattle's Capitol Hill neighborhood. More than 7,400 students are enrolled in undergraduate and graduate programs within nine schools and colleges. U.S. News and World Report's "Best Colleges 2017" ranks Seattle University 8th in the West among universities that offer a full range of masters and undergraduate programs. Seattle University is an equal opportunity employer.

In support of its pursuit of academic and scholarly excellence, Seattle University is committed to creating a diverse community of students, faculty and staff that is dedicated to the fundamental principles of equal opportunity and treatment in education and employment regardless of age, color, disability, gender identity, national origin, political ideology, race, religion, sex, sexual orientation, or veteran status. The university encourages applications from, and nominations of, individuals whose differing backgrounds, beliefs, ideas and life experiences will further enrich the diversity of its educational community.

Application Instructions

Applicants are also required to attach an electronic cover letter and resume when applying. Persons who need assistance with the recruitment process may contact the Office of Human Resources at: 206-296-5870.

Cover letter should speak to your qualifications as they relate to the position description, including 1) experience in faculty employment and/or human resources ; 2) experience and level of expertise in Excel; and 3) payroll processing and database management. Review of applications will begin December 7, 2018. Open until filled.

**Applicants should follow all application and cover letter instructions to be considered** 

Seattle University
901 12th Avenue
Seattle, WA 98122