Interim Associate Generalist, Office of the Provost

at  Trinity Western University

Position Purpose and Summary
The Associate Generalist plays a critical role in the efficient management of part-time faculty appointments within the institution. Reporting to the Senior Executive Coordinator, Office of the Provost, this position primarily involves coordinating the contracting, onboarding, and administrative processes related to part-time faculty members, but will occasionally include full-time faculty members.
Key Areas of Accountability

Contracting and Appointment Processes

• Manage the contracting process for part-time faculty, including drafting contracts, obtaining necessary approvals, and ensuring compliance with institutional policies and procedures.
• Coordinate the timely issuance and renewal of part-time faculty appointments.
• Communicate contract terms and conditions to part-time faculty members and address any inquiries or concerns.

Onboarding and Orientation

• Facilitate the onboarding process for new part-time faculty, ensuring completion of required paperwork, access to systems, and orientation.
• Provide information on institutional policies, procedures, and resources to new part-time faculty members.
• Collaborate with relevant departments (such as People & Culture, IT, and academic units) to ensure smooth onboarding experiences.

Payroll Administration

• Ensure adherence to Payroll deadlines.
• Prepare payroll submission for part-time instruction and other stipends
• Organize and manage pay dates for Instructors according to start and end dates of courses. Adjust as necessary.

Administrative Support

• Maintain accurate records of part-time faculty appointments, contracts, and related documentation.
• Prepare reports and provide data analysis on part-time faculty appointments and trends as needed.
• Prepare Verification of Employment Letters for full- and part-time faculty members.

Policy and Compliance

• Stay updated on institutional policies, collective bargaining agreements, and legal requirements related to part-time faculty appointments.
• Ensure compliance with regulations governing employment practices for part-time faculty.

Communication and Support

• Serve as a point of contact for part-time faculty members regarding administrative matters.
• Collaborate with academic departments and administrative units to address faculty-related issues or concerns.

Meetings and Events

• Provide administrative support for various academic meetings.
• Assist with aspects of the undergraduate and graduate commencement events and other academic functions as required.

Other

• Perform additional tasks as assigned by the Senior Executive Coordinator, Office of the Provost.

The Person

SKILLS AND ABILITIES

• Strong organizational skills with attention to detail and ability to manage multiple priorities effectively.
• Excellent interpersonal and communication skills, with the ability to work collaboratively across departments and with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with database management or HRIS software.
• Able to work positively in a challenging and busy academic environment.
• Able to work independently and as a cooperative team member.
• Able to function effectively in a time sensitive and confidential work environment.

Please refer the Job description for details