Faculty Approvals Specialist

About the role

University of Massachusetts Global is a private, nonprofit affiliate of the University of Massachusetts, created to help working adults change their lives through flexible, high-quality education built for real life. Regionally accredited by the WASC Senior College and University Commission (WSCUC) and recognized by U.S. News & World Report among the Best Online Programs for 13 consecutive years (2013-2025), the university has a long track record of online innovation. Students across 49 states and internationally can upskill, reskill, and move forward without putting life on hold through technology-enabled, real-world learning. With 55+fully online, career-focused programs designed around the realities of work, family, and constant change, we remain ever-focused on developing future-ready learners who can thrive in a rapidly shifting world. This position is open to candidates who currently reside in one of the following approved states from which the role may be performed remotely: Alabama, Arizona, Georgia, Idaho, Indiana, Minnesota, Nevada, New Hampshire, North Carolina, Pennsylvania, South Carolina, Tennessee, Texas, Virginia, Wisconsin. Employees must be available for collaboration during core hours from 10am to 3pm (PST). The Faculty Relations Specialist II is responsible for processing approvals for all adjunct faculty and full-time faculty employed at UMass Global. They will collaborate across departments in the coordination of requests for teaching approvals, new hire business practices, collection of new hire documents and concierge and onboarding activities. Additionally, they will participate in auditing system data to identify inconsistencies and provide solutions to reconcile missing or incorrect data. TYPE OF SUPERVISION: Receive general supervision from the Director, Faculty Approvals. General Supervision - indicates that the incumbent performs a variety of duties; some of which may be complex duties within established policy guidelines; and receives occasional supervision. POSITION DUTIES AND RESPONSIBILITIES: ESSENTIAL FUNCTIONS: Recruiting and Onboarding Coordinates the posting of open positions for Faculty and Adjunct Faculty in Workday, including reviewing position descriptions, creating new requisitions, and closing requisitions as needed. Monitors candidate workflow on open requisitions and supports Deans and faculty recruiters by responding to candidate questions, conducting reference checks, and drafting offer letters and contracts. Facilitates the onboarding process for new Faculty and Adjunct Faculty by assisting with system access requests, auditing new hire paperwork, and collecting required records from new hire. Provides training to new Faculty and Adjunct Faculty on various system access and commonly used sites, including training access, timesheet entry, SharePoint, and location of University policies and resources. Approval and Administration Coordinates and assists with the approval process for Request for Teaching approvals (RTA) by answering questions, processing blanket approvals/changes, routing, and final communication. Updates various systems when an RTA is approved. Makes updates to records such as, adding/removing holds, updating CVs, and adding new transcripts. Processes terminations in systems and assists in collecting University equipment. Updating Faculty Records Runs reports and inspects Faculty records across systems to ensure records align and investigates anomalies. Maintains and reviews Faculty and Adjunct Faculty pay records, checking that allowances are added at the beginning of each session and any extra pay is added, based on the contract. Creates and runs necessary reports to audit Adjunct Faculty time entry bi-weekly to identify missing timesheets and those who have submitted timesheets incorrectly. Communicates with Adjunct Faculty when corrections are needed to a timesheet and collaborates with Payroll and Human Resources to make any needed corrections. Develop training tools such as job aids and videos to support timekeeping tasks Responds to faculty data reporting inquiries from a variety of departments including IR, IT, Academic Administration, etc. Ensures quality and functionality of systems by completing thorough user testing of new features, enhancements, and bug fixes. Other Duties Perform other duties, as assigned POSITION SPECIFICATIONS AND REQUIREMENTS: EDUCATION, EXPERIENCE, CERTIFICATION AND/OR LICENSES: Bachelor's degree or an equivalent combination of education and experience Minimum two years of previous related experience, such as: customer service, human resources, and/or administrative services. Desired Demonstrated ability to successfully perform Faculty Relations Specialist I duties Previous experience working in higher education; Knowledge of UMass Global University policies and procedures. ESSENTIA