Faculty Personnel Services Manager, CAS Dean's Office

Job Requisition:

JR101909 Faculty Personnel Services Manager, CAS Dean's Office (Open)

Job Posting Title:

Faculty Personnel Services Manager, CAS Dean's Office

Department:

CC00064 WM001 | CAS | Dean of Arts & Sciences Office

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Ewell Hall

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

Reporting to the Director of Faculty Personnel Services, the Faculty Personnel Services Manager contributes to key aspects of the faculty career lifecycle for the College of Arts & Sciences Dean's Office to include faculty position development, recruitment of non-tenure-eligible and adjunct faculty, faculty appointment administration, and faculty data management and reporting. Supporting more than 40 academic departments and programs, this position manages a high volume of faculty personnel actions with minimal supervision, including contract renewals, promotion processes for teaching faculty, and various appointment activities such as joint and affiliate appointments, ensuring accuracy, timeliness, and compliance with university policies and applicable state and federal regulations.

The Faculty Personnel Services Manager serves as a knowledgeable resource to CAS academic departments, providing guidance and training on faculty recruitment, appointment structuring, and faculty personnel processes. In support of these functions, the incumbent will develop and maintain guidance and training materials to promote consistent practices across hiring units and ensure compliance with university policies and procedures.

In addition, the position maintains faculty records in university systems, oversees faculty data tracking and reporting, and coordinates personnel actions related to faculty leaves and other lifecycle events. The incumbent also supports faculty verification, accreditation reporting, I-9 processing, process improvements, system maintenance, and operational continuity to ensure efficient and consistent faculty personnel administration.

Job Description:

Required Qualifications:

• Bachelor’s degree in Human Resources, Business Administration, Higher Education Administration, or a related field, or equivalent combination of education and experience.

• Relevant experience in higher education administration, human resources, or faculty affairs.

• Proficient in Microsoft Office applications, including intermediate Excel skills.

• Experience using enterprise systems (e.g., such as Workday, Banner, or similar) and managing data across platforms.

• Demonstrated ability to analyze, validate, and maintain data integrity, including resolving discrepancies and supporting reporting needs.

• Strong written and verbal communication skills.

• Experience advising or supporting stakeholders (e.g., hiring committees, departments) on processes, compliance, and best practices.

Preferred Qualifications:

• Experience interpreting and applying policies, procedures, and regulatory requirements (e.g., ACA, I-9). 

• Experience supporting faculty lifecycle processes (e.g., hiring, onboarding, appointments, promotion and tenure, or personnel actions).

• Familiarity with faculty governance structures, Faculty Handbook policies, and academic compliance requirements.

• Experience managing or supporting the preparation of faculty employment contracts.

• Experience training or guiding staff and developing resource materials or procedural documentation.

• Working knowledge of enterprise applications and platforms such as Qlik, Blackboard, and/or Box.

• Experience leading or contributing to process improvement, system enhancements, or automation initiatives using systems such as DocuSign, PowerAutomate, and/or AI.

For full consideration, submit your resume and cover letter by the priority review date of 7/22/2026.

Compensation: Up to $60,000 commensurate with experience

Conditions of Employment: 

This is a non-exempt position, eligible to work overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Additional Details:

Mission Statement- The College of Arts & Sciences at William & Mary is essential to the institution’s mission of educating and inspiring students of great talent and promise to prepare them to lead lives of principled achievement. It is the largest academic unit on campus. With eight graduate programs and more than 40 undergraduate departments and interdisciplinary programs, Arts & Sciences is the home of William & Mary’s liberal arts and sciences education. Fueled by curiosity, we embrace the uncertainty inherent in the creation of new knowledge.

The office of the Dean of the College of Arts & Sciences provides a voice for the faculty of Arts and Sciences; strives to meet the needs of individual departments and programs; promotes excellence across Arts & Sciences as a whole; and represents the priorities of Arts & Sciences to the larger university community. For detailed information about the people, responsibilities, and contact information for the Dean's Office, please visit our Contact Us web page. 

Duties: 

45%- Faculty Recruitment & Appointments

• Prepare and update faculty contract templates for adjunct, visiting, postdoctoral, and summer school appointments in accordance with established policies and procedures and coordinate required approvals.

• Prepare faculty offer letters and onboarding documentation for adjunct and non-tenure-eligible faculty, ensuring accurate salary and appointment information; coordinate with academic units and Dean’s Office finance personnel to confirm funding source and available budget.

• Process adjunct, visiting, and teaching faculty reappointments, including Workday transactions required for payroll processing each semester.

• Monitor adjunct faculty course loads to ensure compliance with state and federal regulations (e.g., ACA), utilizing reporting tools to validate academic year and summer assignments.

• Process faculty recruitment transactions, including job descriptions, postings, and hiring proposals, ensuring timely completion of required workflows.

• Support the annual faculty search authorization process and maintain recruitment records and tracking information.

• Oversee faculty affiliate appointments and maintain related records and documentation.

• Maintain working knowledge of recruitment and instructional designation processes to provide backup support and ensure continuity of operations.

• Respond to questions from search committees and departmental staff regarding recruitment processes and procedures and refer complex issues as appropriate.

• Provide onboarding support and routine guidance to hiring units and new faculty to facilitate a smooth transition.

 

30%- Faculty Personnel Processes

• Responsible for coordinating Arts & Sciences Dean’s review of teaching faculty contract renewals and promotions, ensuring timely processing and adherence to established policies and procedures.

• Support the administration of retention, promotion, and tenure (RPT) processes, including managing system access, maintaining dossier confidentiality, and coordinating with academic departments and central offices.

• Provide support for faculty leave processes (e.g., fellowships, FMLA, LWOP), ensuring accurate processing and compliance with applicable policies and procedures.

• Prepare and maintain Joint Appointment Memoranda of Understanding (JAMOU), ensuring documentation is complete and records are accurately maintained.

• Develop and maintain guidance materials, forms, and reference resources to support faculty personnel processes across academic units.

• Stay abreast of university policies and the Faculty Handbook to provide guidance on faculty personnel processes and refer complex issues as appropriate.

 

20%- Data Management and Reporting

• Track faculty lifecycle data (tenure, promotion, contract terms, transcripts, instructor of record status, leave transactions completed, and terminations), input and maintain relevant data in Arts & Sciences and university personnel system.

• Support the review and tracking of faculty credentials and transcripts to help ensure compliance with university accreditation requirements.

• Coordinate the JAMOU and non-tenure-eligible portions of the annual faculty verification process and assist with accreditation-related data reporting, including Faculty Success submissions.

• Participate in process improvements, documentation updates, and other special projects that support Faculty Personnel Services operations.

 

5%- I-9 Compliance

• Support I-9 verification processes for faculty, staff, and students, ensuring timely and accurate completion in compliance with federal requirements.

• Coordinate with UHR and Student Employment on work authorization and eligibility matters.

• Participate in onboarding activities, including I-9 clinics, ensuring adequate coverage during peak hiring periods.

Additional Job Description:

Job Profile:

JP0315 - Administrative & Office Specialist III - Nonexempt - Salary - S08

Qualifications:

Compensation Grade:

S08

Recruiting Start Date:

2026-07-07

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. 

 

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.