Job Description for the Academic Affairs Personnel and Data Coordinator position. Review job description, requirements, and qualifications. Apply or register interest for the position.

Title: Academic Affairs Personnel and Data Coordinator

Position Type: Staff Full-Time

Days Per Week: Monday - Friday

Hours Per Week: 40

VP Area: Office of the Provost and Academic Affairs

Department: Provost

Location: Elon Main Campus

Position Summary

The Academic Affairs Personnel and Data Coordinator serves as a central resource for adjunct faculty hiring, data systems management and the course evaluation process. This role is responsible for overseeing hiring procedures, maintaining records and data systems, and assisting with academic personnel functions such as promotion and tenure and administering student evaluations. The position supports the provost office in aligning administrative practices with institutional policy, union agreement, and operational accuracy.

Benefits of Working at Elon

As an Elon University employee, you’ll join an internationally acclaimed university with a commitment to fostering a thriving community. Ranked among the most innovative, creative and best-run universities in the nation, Elon’s personal approach to education extends to employees, whose growth, professional development and success is a hallmark of our training and advancement opportunities.

Elon University’s home is the charming town of Elon, North Carolina, a small, friendly community located a short distance from the beach and the mountains, and among the vibrant cities of Greensboro, Raleigh and Durham. In addition to the beautiful canopy of historic oak trees iconic to our campus, you’ll find boundless opportunities for family-friendly recreation, cultural events and outdoor activities. Hiking, water sports, fine dining and entertainment are just a few of the many happenings in the Elon area, making the region one of the nation’s premier travel destinations.

Employees at Elon enjoy a generous and comprehensive benefits package that includes:

28 annual days off, including holidays and vacation.

Immediate tuition remission for undergraduate courses

Tuition remission for approved graduate-level courses after 12 months of employment.

Retirement plan with an 8 percent contribution from the university.

Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.

Free use of campus fitness facilities.

Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.

Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at two years of service. After two years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.

Elon values and celebrates the diverse backgrounds, cultures, experiences and perspectives of our community members. As an equal opportunity employer, Elon’s principles of diversity extend to race and gender identity, age, disability status, veteran status, sexual orientation, religion, and other aspects of one’s identity. At Elon, our employees respect human differences, passion for lifelong learning, emphasis on personal integrity and an ethic of service.

Minimum Required Education and Experience

A degree in a related field and a minimum of five years’ experience in a university or HR setting.

Knowledge, Skills, and Abilities

Excellent critical and innovative thinking and technical acumen to address moderately complex issues.

Job Duties

• Course Evaluation and Feedback Management:
  • Assisting the assistant provost for academic excellence and integrity by administering the Student Perceptions of Teaching (SPoTs) process using Explorance Blue software.
  • Ensure timely collection, tracking, and reporting of faculty evaluation data.
  • Serve as point of contact for any questions pertaining to Explorance Blue, including but not limited to, how to obtain copies of previously administered SPoTS or add a professor specific question.
  • Work with IT to ensure SPoTS data gets uploaded into E-Docs as required by the faculty handbook.
• Adjunct Faculty Hiring:
  • Serve as the primary contact for part-time faculty hiring and personnel records for designated college/schools.
  • Prepare, process, and track all part-time faculty hires, for designated college/schools ensuring proper documentation and compliance (e.g., credentials, faculty codes, employee IDs, salary, etc.).
  • Ensure consistent and accurate implementation of applicable hiring processes in collaboration with academic units and HR.
• Academic Personnel Review and Evaluation Support:
  • Assist the academic affairs chief of staff and the provost with the promotion and tenure process by verifying eligibility data, communication around eligibility, administrative tasks related to file sharing and drafting decision notifications.
  • Provide data management support for the reporting for 2nd-year faculty reviews, evaluations, and related academic milestones.
• Financial Data Systems and Reporting:
  • Input and maintain faculty-related data in institutional systems such as Colleague and E-Docs, including but not limited to, updates to department chairs, tenure status, rank and promotion year utilizing the current XFAF screen, among others as necessary.
  • Maintain and update spreadsheets and digital records for personnel-related tracking as required.
  • Collaborate with Information Technology and the college/school designee(s) to ensure faculty files in E-Docs are up to date and accurate and answer questions as they arise.
  • Communicate and oversee faculty office hour record(s) in Colleague Run GPA reports each semester/term and ensure they get uploaded to faculty personnel files in E-Docs.
• Financial Tracking and Reconciliation Support Assist with tracking faculty-related financial activities, related to sabbaticals both within the FR&D personnel budget and post promotion sabbatical personnel budget.
• Process and track funds from endowed professorships per the agreements.
• 5% - Space Planning and Office Assignments: Maintain database of office space assignments Assist the associate provost for academic affairs with managing faculty office assignment logistics, including office assignment and moves. - (Essential)
• Collective Bargaining Support:
  • Supports the day-to-day administration of the CBA policies and procedures in accordance with union standards for the associate provost of faculty affairs who is responsible for the oversight and management of the CBA.
  • Maintain adjunct hiring records and prepare term-based reports in alignment with the Collective Bargaining Agreement.
  • Assist the associate provost with administrative tasks related to the labor management committee; examples include, but not limited to agenda preparation, meeting invitation coordination, meeting minutes, room reservations, etc.
  • Act as main point of contact for inquiries into the ElonCBA@elon.edu email inbox, respond as appropriate and triage where needed.
• Grants and Compliance Support:
  • Coordinate with the Office of Sponsored Programs (OSP) to assist with tracking and reporting on grants awarded to faculty.
  • Assist with providing administrative support, as needed to OSP in managing compliance documentation and communication with faculty.
  • Support the IRB chair, when needed, in collecting and reporting data and facilitate faculty communication related to IRB compliance.
• Inclusive Community Building: Community is foundational to Elon and a shared responsibility within our residential campus. All who work at Elon should demonstrate an understanding of and engagement with Elon’s foundational commitment to relationships, mentoring and collaboration in a close-knit residential community. We embrace the shared responsibility to foster inclusive excellence within a strong residential community. Accordingly, employees are expected to join together and build connections in activities that foster an active and engaged campus environment and engage in professional development to support the shared responsibility of enriching diversity, equity, and inclusion through meaningful relationships and mentoring at Elon. Employees are encouraged to, for example, attend or participate in campus activities such as College Coffee, Numen Lumen, campus cultural events, athletic events, continuing education, professional development opportunities and trainings, employee resource groups and other university-sponsored activities to demonstrate an active commitment to the Elon community.