CHM Faculty Affairs Administrator / Administrative Business Professional

MSU Internal Job Postings Details•East Lansing, MI

3d•Hybrid

About The Position

Reporting to the Associate Dean for Faculty Affairs this position oversees and coordinates the college’s reappointment, promotion and tenure processes and produces summary reports of critical information on RPT activity for college leadership; oversees and coordinates the college’s faculty and academic staff annual review processes and produces summary reports; coordinates the annual and 5-year major review process for department chairs and other management positions reporting directly to the Dean; coordinates and manages the college awards process; provides administrative support to assigned college committees including reappointment promotion and tenure (RPT), conflict of interest (COI) and college-level awards. This position continuously evaluates and improves operational processes in the assigned areas of responsibility, and designs and leads the implementation of high quality business solutions including the creation of appropriate data systems and technology-enhanced business processes. This position also coaches department staff in the assigned areas of responsibility on utilizing related business processes and procedures. This position is located at the East Lansing Campus and is hybrid in-person/remote friendly.

Requirements

Knowledge equivalent to that which normally would be acquired by completing a four year college degree program in business administration, human resources or related field
three to five years of related and progressively more responsible or expansive work experience in office processes and administration
experience in a supervisory or training role
experience with the M365 productivity suite or a similar platform, including word processing, spreadsheets, presentations, databases, forms, BI reporting, file management/permissions, team communications and calendaring
or an equivalent combination of education and experience.

Nice To Haves

Bachelor’s degree in business administration, human resources, or business-related field
Experience working in an academic setting
Knowledge of university policies and academic workforce policies and procedures
Three to five years of related and progressively more responsible or expansive work experience in office procedures including technology-enhanced business process design and improvement
Excellent computer skills including fluency with M365 applications and Adobe Acrobat
Experience with Enterprise Business Systems (EBS) human resources data and reporting
Must be resourceful, organized and detail oriented with the ability to establish priorities and follow-up on time-sensitive matters
Ability to exercise a high degree of professionalism, diplomacy, discretion, and collaboration with individuals at all levels of the organization

Responsibilities

Orchestrates the college reappointment, promotion and tenure (RPT) process: Serves as liaison with the university Office of Faculty and Academic Staff Affairs on university requirements and procedures
Advises, counsels, and answers procedural questions based on knowledge of college and university RPT policies
Using knowledge of all College of Human Medicine faculty appointment systems and corresponding university and college RPT guidelines, provides advice to faculty on dossiers being reviewed at the college level
Designs, builds, assesses, and continuously revises processes to ensure confidentiality and efficiency of workflows
Analyzes data and report findings, seeks root causes, and develops solutions and/or recommendations
Distributes top-quality reports and interpretive notes
Provides department support: Manages communications and file management through Microsoft Teams to integrate materials submission and department questions
Creates training documents
Prepares and presents training events
Monitors dossier and form submission (Qualtrics, Teams, and EBS)
Provides ongoing support and coaching
Coordinates and manages assigned college-wide committees: Ensures committees receive appropriate training in committee charge, rules of order, implicit bias, and policies related to the committee’s area of responsibility
Based on knowledge of committee charges and membership, monitors committee activities to ensure objectives have been met within designated time frame and assists with coordination of follow-up activities
Attends meetings and advises committee members
Reappointment, Promotion and Tenure Committee Maintains processes for collecting faculty dossiers from departments and coordinates with FAD Office Assistant to prepare materials for RPT committee review
Assigns reviewers from the committee based on knowledge of the member’s professional background
Designs reviewer forms and committee chair letter templates based on knowledge and understanding of the RPT review process
Orchestrates asynchronous reviews and votes for initial at-rank appointments
Serves as parliamentarian for the committee: based on knowledge of Roberts Rules of Order, ensures proper committee rules of order are followed; based on knowledge of RPT members faculty ranks and titles, ensures voting eligibility rules are followed for all RPT cases
Conflict of Interest Committee Others committee support as assigned
Oversees the executive-level annual review process: Collects information from departments regarding recipients of surveys
Develops survey tool and distribute surveys
Collects and analyzes data for the dean; generates reports
Develops and provides templates to the dean for annual performance appraisal letters
Coordinates signatures and forwards the annual letters to appropriate college and university offices
Coordinates and manages 5-year review of chairpersons
Oversees the faculty and academic staff annual review process: Maintains collection processes of all faculty and academic staff reviews, including surfacing data needed for monitoring strategic plan metrics
Utilizes reports from MSU’s BI to generate department lists of required reviews
Produces top quality summary reports and well-organized, impactful presentations for departments and for the college
Analyzes data and report findings, seeks root causes, and develops solutions and/or recommendations
Distributes top-quality reports and interpretive note
Coordinates and manages the college award process: Establishes timeline for announcements, deadlines, and review process; drafts email correspondence to be sent out all CHM faculty
Manages nomination process via Qualtrics
Coordinates the collection and review of all nominations submitted
Reviews and completes checklist; notifies nominators for missing/incomplete information
Assists CAC awards sub-committee with evaluation of all nominations submitted
Sends email confirmations to award recipients and to the dean’s office
Faculty Affairs administrative duties: Establishes and updates office procedures in accordance with college and university policies and procedures
Assists with the implementation of faculty affairs databases (such as Academic Profile) across the college
Assists with and participates in faculty development programming
Other administrative duties as assigned