Faculty Affairs Specialist

University of the Pacific; Stockton (CA); On-site; USD 75,000 - 86,000; Full time

Job summary

University of the Pacific is seeking a Faculty Affairs Specialist to oversee and coordinate faculty affairs for the Associate Dean for Oral Health Education. The role involves managing Interfolio data, handling appointment letters, onboarding, and supporting the AP&T committee, along with broad administrative duties within the Office of Academic Affairs.

The position requires a Bachelor's degree and at least three years of administrative experience, with strong Microsoft Office and CMS/Qualtrics

Qualifications

• Bachelor's degree required and at least three years of administrative support experience.
• Advanced skills in Microsoft Word, Excel, PowerPoint, and email systems.

Responsibilities

• Manage Interfolio data and produce quarterly reports for department chairs and the ADOHE.
• Process faculty appointments, including letters for new appointments, changes, and renewals.
• Coordinate faculty onboarding with department chairs, coordinators, and Human Resources.
• Support the Faculty Appointment, Promotion, and Tenure Committee with process updates and notices.
• Provide administrative support for meetings, travel, agendas, minutes, and records.

Skills

Microsoft Word

Excel

PowerPoint

Email systems

Education

Bachelor's Degree

Tools

CMS

Qualtrics

Job description

Faculty Affairs Specialist

Primary Purpose:

Under supervision of the Associate Dean for Oral Health Education(ADOHE), coordinates and manages activities related to facultyaffairs for the ADOHE and performs duties relevant to thefunctioning of the Office of Academic Affairs.

University of the Pacific recognizes that diversity, equity, andinclusion is foundational to the success of our valued students andemployees. We prioritize policy and decision-making thatdemonstrates awareness of, and responsiveness to, the wayssociocultural forces related to race, gender, ability, sexuality,socioeconomic status, etc. impede or propel students, faculty, andstaff.

Essential Functions:

• Manage, audit, and ensure accuracy of Interfolio data; makerecommendations for system or
  process improvement; produce quarterly reports for departmentchairpersons and ADOHE
  to include quarterly faculty schedule/faculty rosters, and annualCV review.
• Manage faculty appointment processing to include letters fornew appointments, changes in
  appointment, and annual renewal letters; collaborate with theDepartment of Human Resources and/or the Provost's Office to ensureadherence to school and University protocols.
• Manage and coordinate faculty onboarding process incollaboration with department
  chairpersons, department coordinators, and Human Resources.
• Manage and support the Faculty Appointment, Promotion, andTenure Committee to include:
  • Maintain and update promotion and tenure process information(duplicate?)
  • Track temporal requirements towards promotion and tenure
  • Provide notice of 3-year evaluation to faculty and departmentchairpersons
  • Provide annual promotion eligibility notice to faculty anddepartment chairpersons
  • Manage Annual Tenure/Promotion Review process.
  • Administrative support for FAPTC and Faculty DevelopmentOversite Committee (i.e. prepare agendas, minutes, annual report,and other related material; distribution and maintenance ofrecords).
• Manage/coordinate faculty affairs administrative support toinclude:
  • Monthly faculty credentialing verification
  • Support peer observation process
  • Mission Focused Faculty Evaluation process
  • Department chairperson resources (process/protocol/forms)
  • Department chairperson 360 evaluation (every third year)
  • Process faculty change of status forms
• Support the curriculum mapping process in collaboration withAcademic Support Services Manager.
• Provide administrative support for the ADOHE to include:
  • Manage meeting schedule, prepare meeting materials
  • Manage and make travel arrangements
  • Prepare and distribute (as needed) correspondence, agendas,minutes, reports, and other related material
  • Prepare presentations, scripts and speaking points
  • Assist with timely follow up on management of projects
  • Maintain files/records
  • Update CV
• Coordinate faculty development programs, and retreats toinclude scheduling of location, notices, invitations, catering, andother related logistics.
• Prepare and submit faculty information report to liabilityinsurance carrier
• Perform all other duties as assigned by the Associate Dean forOral Health Education.

Minimum Qualifications:

Knowledge of:

• Advanced Microsoft Word, Excel, PowerPoint, and e-mailsystems.

Experience:

• Minimum of three years of administrative supportexperience.

Education:

• Bachelor's Degree.

Working Conditions:

• Position is eight hours per day, five days per week.
• As workload fluctuates with the academic calendar, positionrequires occasional evening and weekend hours.

Preferred Qualifications:

Knowledge of:

• Academic records maintenance, including hard files and databasemanagement helpful.
• Content Management System (CMS) or other web content managementprograms desirable.
• Qualtrics Survey Software

Ability to:

• Perform duties using high level of confidentiality, discretionand respect for others.
• Project a professional image and demonstrate strongcommunication, customer service, and
• interpersonal skills.
• Demonstrate effective and professional written and verbalcommunication skills with all
• constituents.
• Compose professional correspondence and reports.
• Develop and maintain productive working relationships withdifferent stakeholders in the
• Dugoni School of Dentistry.
• Manage time, organize duties/assignments, and set prioritieseffectively to meet multiple
• deadlines.
• Work in an open office environment effectively and accuratelywith multiple interruptions.
• Demonstrate initiative in the organization and maintenance ofdepartmental responsibilities,
• projects, and procedures.
• Understand and maintain confidentiality of student and facultyrecords in accordance with
• all laws and regulations.
• Demonstrate excellent problem solving and follow-throughskills.

Experience:

• Previous experience in an academic setting desirable.

Other:

• Experience and sensitivity in working with people of diversebackgrounds and cultures.
• Demonstrated experience in advancing social justice, equity,and inclusion in a university
• setting.
• Ability to engage and integrate culturally responsive practicesand knowledge in their work.

Physical Requirements:

The physical demands described here are representative but notdefinitive of those that must be met by an employee to successfullyperform the essential functions of this job. Reasonableaccommodations may be made to enable individuals with disabilitiesto perform the essential functions.

• Work performed is primarily general office/administrative withfrequent use of computer, keyboard and telephone; requires sittingmajority of the working day.
• Occasional standing, walking, reaching, bending, andpushing.
• Occasional lifting of up to 15 lbs. should be anticipated.

Hiring Range:

$75,000.00 - $86,000.00 per year. We considerfactors such as, but not limited to, scope and responsibilities ofthe position, candidate's qualifications, internal equity, as wellas market and organizational considerations when extending anoffer.

Background Check Statement:

All applicants who receive a conditional offer of employment arerequired to execute a release and authorization for a backgroundscreening.

AB 810 Misconduct Disclosure Requirement:University of the Pacific complies with California Assembly Bill810, requiring candidates accepting conditional job offers todisclose any final administrative or judicial findings, ongoingproceedings, allegations, resignations under investigation, orappeals related to sexual harassment or misconduct within the pastseven years.