Faculty Services Administrator, Faculty Progression and Operations

University of South Florida; Tampa (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

The University of South Florida seeks a Faculty Services Administrator in Tampa to advise faculty on promotion, tenure, sabbatical, and leave, interpreting university policies for HR and reporting with discretion.

You will handle personnel actions, prepare appointment letters, payroll certifications, and support the promotion and tenure processes, while maintaining confidential faculty records and using Archivum and Oracle to ensure accurate data.

Qualifications

• Master’s degree required in business administration, HR or related field; or a Bachelor's with at least two years of experience.
• SB 1310 requires consideration of work experience in lieu of degrees as defined by Florida law.
• Experience interpreting university policies for HR and faculty reporting.

Responsibilities

• Process personnel actions and appointment changes for continuing faculty, including reappointments and status changes.
• Verify personnel actions in Oracle and resolve payroll errors with the COPH Finance Team.
• Prepare appointment request forms and offer letters for non-compensated appointments.
• Administer faculty payroll certification, special pay increases, FTE adjustments and related pay letters.
• Support coverage for new-faculty appointment processing during peak hiring cycles.
• Maintain tenure-clock records and coordinate external reviewer letters.
• Provide administrative support to promotion and tenure processes.
• Track and report completion of annual assignment and evaluation cycles.

Skills

Service orientation

Interpersonal skills

Discretion & confidentiality

Policy interpretation

Manage deadlines

Communication skills

Education

Master’s degree in business administration, human resources or related field

Bachelor’s degree with minimum two years of experience

Tools

Archivum

Health HR Hub

Oracle

Job description

Job Description

This professional position reports to the Assistant Director of Academic Planning and Faculty Development in the USF College of Public Health Office of Faculty Affairs and Development. This position requires considerable contact with faculty through individual appointments, memos, email and phone calls. A Faculty Services Administrator must maintain extensive knowledge of university policies and procedures and interpret them for human resources and faculty reporting matters. The incumbent advises and counsels faculty members, guiding them through promotion, tenure, sabbatical, leave, and evaluation processes. They must be able to interpret faculty needs and provide individualized service. This is administrative work which is directly related to the academic mission of the university, requiring the application of discretion and judgment on matters of significance with respect to faculty appointments.

This professional position reports to the Assistant Director of Academic Planning and Faculty Development in the USF College of Public Health Office of Faculty Affairs and Development. This position requires considerable contact with faculty through individual appointments, memos, email and phone calls. A Faculty Services Administrator must maintain extensive knowledge of university policies and procedures and interpret them for human resources and faculty reporting matters. The incumbent advises and counsels faculty members, guiding them through promotion, tenure, sabbatical, leave, and evaluation processes. They must be able to interpret faculty needs and provide individualized service. This is administrative work which is directly related to the academic mission of the university, requiring the application of discretion and judgment on matters of significance with respect to faculty appointments.

Responsibilities

Faculty HR & Appointment Operations

• Process personnel actions and appointment changes for continuing faculty, including reappointments, renewals, assignment and status changes through the OFAA HR Teams Group.
• Verify personnel actions in Oracle via the USF Workforce Report and resolve payroll errors with the OFAA HR Business Partner and/or COPH Finance Team.
• Prepare appointment request forms and offer letters for non‑compensated appointments (joint, affiliate, and collaborative).
• Administer faculty payroll certification, special pay increases, FTE‑adjustment and related pay letters, and faculty tuition waivers.
• Serve as trained backup for new‑faculty appointment processing, providing coverage and overflow support to the college's faculty recruitment function during peak hiring cycles.

Faculty Progression Coordination

• Administer the logistics of the mid‑tenure, Progress Toward Promotion, and instructor promotion cycles under the Director's direction, including timetables, candidate guidance materials, dossier compilation, and status reporting.
• Maintain tenure‑clock records, process extensions and stop‑the‑clock actions, and coordinate the solicitation and receipt of external reviewer letters, flagging milestones and issues for the Director.
• Provide administrative support to the ranked professorial promotion and tenure process and the comprehensive five‑year post‑tenure review.
• Track and report completion of the annual assignment and evaluation cycles in Archivum, archive student course evaluation data each term, and serve as custodian of faculty evaluation records.

Faculty Information Systems & Data

• Support administration of Archivum and other faculty information systems, including workflow monitoring and report generation.
• Provide user support and training on faculty tracking systems, answering faculty and administrator questions and maintaining working knowledge of the system as a first point of contact.
• Maintain and audit faculty data records for accuracy and integrity, and curate and process faculty data in support of records and reporting.

Sabbaticals, Leaves & Faculty Support

• Process sabbaticals and leaves of absence, including required forms and payroll/FTE actions, and interpret USF policy on sabbaticals and leaves for faculty.
• Assist with faculty award preparation and processing.
• Support tracking of Reports of Outside Activity.
• Maintain confidential faculty files in accordance with university policy, and provide office and program support to the COPH Office of Faculty Affairs as needed.

Other Duties As Assigned

• Perform other duties as assigned in support of the COPH Office of Faculty Affairs and the college's faculty‑affairs operations.

Qualifications

Minimum Qualifications

This position requires a Master’s degree in business administration, human resources or other related field; or a Bachelor’s degree in those same fields with a minimum of two years of experience.

Degree Equivalency Clause: Six years of direct experience for a master’s degree.

Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.

SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

• Two years of direct experience for an associate degree;
• Four years of direct experience for a bachelor’s degree;
• Six years of direct experience for a master’s degree;
• Seven years of direct experience for a professional degree; or
• Nine years of direct experience for a doctoral degree.

Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.

Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications

• Prior experience in faculty affairs or academic human‑resources administration.
• Working knowledge of promotion and tenure and faculty evaluation processes.
• Experience with faculty information and HR systems, including Archivum, the Health HR Hub, and Oracle.

Knowledge, Skills & Abilities

• Extensive knowledge of university policies and procedures affecting faculty appointments, and the ability to interpret them for human‑resources and faculty‑reporting matters.
• Proficiency with faculty information and HR systems and with data management.
• Strong service orientation and interpersonal skills in advising and counseling faculty.
• Ability to maintain confidentiality and exercise discretion on matters of significance.
• Ability to manage concurrent, deadline‑driven cyclical processes with accuracy and attention to detail.

Working Conditions

Typical indoor office environment; on‑site in Tampa (USF Health).

Ability to travel to other USF campuses or locations as requested, and to lift up to 20 pounds as needed.

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first‑class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top‑ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota‑Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all‑time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.