Faculty Affairs Specialist

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Job Title:

Faculty Affairs Specialist

Department:

John Glenn | Academic

The Faculty Affairs Specialist reports to the Associate Dean for Faculty and Research and provides administrative support for faculty hiring, onboarding, reviews, and development. Key responsibilities include coordinating faculty search processes, managing promotion and tenure reviews, serving as the Interfolio liaison, and supporting research initiatives. The role involves collaboration with various college leaders and includes tasks such as organizing searches and review cycles, maintaining evaluation documentation, and facilitating faculty development events.

Searches Providing administrative support for faculty search processes, appointments, and onboarding in partnership with the Dean, Associate Dean for Faculty and Research (ADFR), Associate Dean for Curriculum (ADC) for lecturer appointments, Chief Administrative Officer (CAO), HR, and OAA. Faculty include tenure track, professional practice, research, lecturers, courtesy, joint, emeritus, distinguished professors and other faculty titles. For faculty hiring, tasks include assisting with adherence to the university’s faculty hiring framework, SHIFT, such as the following: creating and managing shared folders for use by search committees; collecting and collating evaluation information for search committee and eligible faculty review; and partnering with the ADFR and HR to provide information in response to OAA SHIFT audits. For interviews and on-campus visits, tasks include working with the hiring committee and candidates to schedule interviews; assisting with candidate travel arrangements; creating visit itineraries for faculty candidates; publicizing candidate talks and assisting with AV needs; and assisting candidates with reimbursement procedures. For new faculty hires, tasks include assisting the ADFR with onboarding and orientation of new faculty; assisting with computer request and office needs (e.g. telephone, mailbox, business cards and building access); and assisting with new faculty orientation in the college.. For new lecturer hires, tasks include assisting the ADC with onboarding, including assisting with orientations, scheduling onboarding meetings, and maintaining current reference materials.

Annual Reviews and APT Providing administrative support for faculty reviews, including promotion and tenure reviews as well as annual reviews and peer evaluations of teaching, in coordination with the ADFR and Dean. Tasks include providing information on process and policies for the promotion and tenure committee, committee of eligible faculty (CEF), and faculty under review; facilitating annual P&T trainings in coordination with the ADFR; establishing access for shared files (including through Interfolio); reviewing materials for completeness; checking dossiers for adherence to format; scheduling meetings, creating agendas, and taking notes for P&T committee meetings when indicated; scheduling CEF meetings for discussion and voting; drafting confidential letters and summaries (e.g. annual review letters, and summaries of written student evaluation feedback); maintaining annual review and promotion and tenure files internally and through Interfolio; managing the courtesy faculty reappointment process in coordination with the ADFR and CAO; maintaining records related to faculty positions, titles, key dates, etc. and initiates necessary actions in partnership with Dean, CAO, HR, OAA. Liaises with OAA, and college units related to faculty affairs and research administration activities. Ensuring faculty titles are up to date on college websites and materials in coordination with the ADFR, Dean, CAO, and college marketing team. For annual reviews, tasks also include coordinating end of semester course evaluation reviews with curricular leaders, ADFR and ADC, as well as lecturer annual/end of semester reviews. For promotion and tenure reviews, tasks also include requesting and managing external evaluations in coordination with the ADFR and Dean. For peer evaluations of teaching, tasks include managing the peer evaluation process each semester in coordination with the ADFR and ADC; sending requests to faculty and managing responses; and collecting and maintaining documentation on peer evaluations in the college’s internal tracking system and to be used for faculty reviews. Drafts, seeks approval, and routes letters for non-HR related faculty assignments and appointments.

Serving as the college’s Interfolio liaison to OAA, including being a local expert in both the Faculty Activity Reporting (FAR) and the Review, Promotion and Tenure (RPT) functions of Interfolio, in consultation with the ADFR. Tasks include attending OAA trainings and meetings for Interfolio liaisons; staying up to date on the latest Interfolio updates (e.g. through OAA’s Interfolio Teams Channel); being the point of contact in the college for Interfolio related questions; working with OAA to set up templates for various faculty review processes in Interfolio each year; setting up individual cases in Interfolio; assisting faculty with transitioning their dossier to Interfolio; and supervising student workers in coordination with the Executive Assistant to the Dean to assist faculty with the Interfolio transition. Assists the Dean with faculty-related requests from internal or external stakeholders

Faculty Development and Research Managing faculty development and research initiatives in the college and providing support for college research administration, in partnership with the ADFR, CAO, and other leaders in the college as appropriate. Tasks related to faculty and research development include supervising student workers who assist with faculty development and research events, such as the weekly research colloquium as well as seminars or workshops related to faculty development, research brownbag discussions, and specific trainings; supporting the faculty mentoring process in coordination with the ADFR and Dean, including mentor-mentee assignments and monthly brownbag meetings. Tasks related to research administration include managing college guest accounts; effort certification report monitoring and reminders in coordination with the college research support/administration team; Bayh Dole report monitoring and reminders; and COI disclosure process support.

Administration Serves as Qualtrics Division Administrator for the College, managing requests of support to include, but not limited to, account upgrades and transfer of account information to other users; Assists the Dean and college leadership with faculty development and culture cultivation. Helps support and implement strategic training/educational programming aligning with strategic goals for faculty to include annual faculty retreat, annual faculty-staff retreat, leadership retreats, and various other knowledge or culture building events

Other duties as assigned

Additional Information:

This position requires an onsite physical p