School of Social Science Arts and Humanities (SSAH)

School of Social Science Arts and Humanities (SSAH)

The Human Resources Office invites internal and external applications for the position Faculty Relations and Academic Operations Officer in the School of Social Science Arts and Humanities (SSAH).

Reporting Line: Dean of SSAH

Position Description Summary:

Support the Dean and the Coordinator of Faculty and Staff Affairs as requested on all matters pertaining to faculty
recruitment, hiring, onboarding, scheduling, service, evaluation, curriculum development, professional training and
development, needs, and conflicts.

Main Duties:

Faculty & Staff Affairs (75%)

Faculty Recruitment and Hiring :

• Initiate faculty hiring process according to a timeline
• Assist coordinators and chairs in job announcements
• Hiring committee support
• Ensure compliance with best practices
• Organize interviews and teaching presentations
• Faculty hiring process [receiving applications, acknowledging receipt, forwarding them to the hiring committee,
providing necessary information to shortlisted candidates, and assist in the interview phase when required]

Faculty Induction and Contracts :

• Responsible for logistics: Arrange accommodation and transportation to new hires and follow up with HCD,
Registration, and ITS for creation of their accounts.
• Assign an appropriate and equipped office for the new faculty.
• Ensure course assignments adhere to contractual obligations
• Reviewing new and old contracts and keeping them up to date.
Preparation to teach
• Liaise with CLE and IT
• Arrange space and learning resources
• Order instructional materials with the bookstore and get faculty ready to teach.
• book orders

Appraisal and Evaluation

• Keep complete updated files of part-time and full-time faculty and provide accurate information at all times.
• Ensure compliance with new appraisal processes.
• Contract renewal follow up: inform the faculty concerned about the procedure and ask them to fill in the appropriate
form and send it to SHSS
• Coordinator with the FEC chair to share the collected files from the faculty concerned.
• Make sure the evaluation files are signed by all FEC Members, the concerned faculty, the School Coordinators, the
Dean, and then send them to the VPAA Office.
• Keep an updated and accessible calendar of faculty evaluation and sabbatical, etc.
• Coordinate with the FEC chair to ensure smooth submission of files and portfolios
• Devise an effective mechanism for submission and sharing and ensure it is followed.
• Provide support to faculty undergoing this process.
• Keep complete faculty personnel records
• Support use of faculty portfolio platform.
• Share student evaluations of faculty with Dean.

Service, Governance, and Working Groups

• Conduct faculty elections as needed.
• Keep database of working group minutes and records of faculty service commitments and fulfillment

Professional Development

• Follow up on conference opportunities, attendance, and required administrative paperwork they may require.
• Faculty Development fund projections annually
• Ensure conduct of the faculty development fund allocation process
• Offer support for Research activities and grants.

Dean’s Office (25%)

• Support Dean’s daily engagement with faculty affairs.
• Ensure accuracy of outlook calendar for SSAH where the academic calendar is concerned. Send reminders to
faculty to meet academic calendar deadlines.
• Faculty leaves and absences
• faculty-related data for dashboard
• update online Faculty Guide, align with Student Guide.
• Facilitate preparation and processing of faculty-initiated purchase orders, invoices, reimbursements in a timely
fashion, with efficient follow-up and communication with all involved. Develop a process and timeline, share it
with all, and follow it.
• Update subscriptions and learning-related materials in a timely way. Follow a schedule.
• Assist in preparing the SHSS budget on behalf of faculty needs. Use historical data to project faculty development
needs for budgets.
• Advise the dean on school expenses, budget utilization, and possible sources of funding.
• Assist dean in organizing board of studies for programs and cluster.
• Assist dean in pursuing new program development and faculty proposals and needs for training and
development.
• Facilitate faculty engagement at all levels. 

Knowledge and skills:

• Extensive experience with procedures and personnel in a university setting.
• Attunement to faculty needs, and experience of solving faculty and student problems according to procedures.
• Organization: Able to efficiently and effectively manage the faculty recruitment, onboarding, evaluation,
advancement, and governance process, ensuring timelines and logistics are adhered to.
• Collaboration: Able to work closely with coordinators, chairs, and committees to facilitate all processes in the
Dean’s Office.
• Communication: Maintain clear and timely communication with new hires regarding logistics, contracts, and
teaching preparation, book orders, faculty needs.
• Attention to Detail: Keep accurate and updated records for faculty evaluations, contracts, and personnel files.
• Supportiveness : Provide ongoing assistance to faculty in professional development, research activities, and
navigating appraisal processes.
• Proactivity: Anticipate faculty needs, facilitate engagement, and ensure compliance with administrative processes
and deadlines pertaining to faculty duties, obligations, and responsibilities. \
• Database development and management.
• Fluency with Microsoft Suite, including a knack for automation and digitization.
• Trilingual proficiency, with excellent composition skills, to be the key members of the Dean’s Staff. 

Education and professional certifications:

Required: Bachelor’s degree with 5 years of experience or Master’s degree with 2 years
Preferred in: Any field, preferably one related to the school’s areas of focus.

Deadline: November 17, 2024

Qualified applicants are invited to submit a cover letter and a CV to: recruitment@aui.ma, specifying
"Faculty Relations and Academic Operations Officer" in the subject.