Faculty Affairs Admin I - SMD Office of Academic Affairs

University of Rochester • City of Rochester, NY

12d • $25 - $35

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. The Office of Academic Affairs, within the School of Medicine and Dentistry (SMD), is responsible on behalf of the Dean, for a wide range of activities and projects involving faculty affairs, currently comprised of over 3,500 faculty members. Under general direction and minimal oversight, the Administrator I manages the appointment, reappointment and promotion process for Professional, Service, Non-doctoral and Research Assistant faculty ranks within the University of Rochester School of Medicine and Dentistry (URSMD), as well as reappointments for academic Assistant Professor faculty. Within the Office of Academic Affairs (OAA), this position provides comprehensive administrative services for Professional, non-doctoral, Research Assistant faculty appointments and academic Assistant Professor reappointments within the URSMD. Requires diplomacy and a high degree of sensitivity and confidentiality. Serves as a resource to deans, department chairs, center directors, faculty and administrative staff regarding the hiring and appointment process. Serves as a liaison between OAA and the Provost’s Office.

Requirements

• Bachelor’s Degree
• 1 year or equivalent combination of education and experience
• Leadership and excellent organizational skills
• Close attention to detail
• Skilled with Microsoft Office software, including Outlook, Word, Excel and Powerpoint
• Proficient in database management and reporting software

Responsibilities

• Faculty appointments: Exercising independent judgement, serves as spokesperson for interpreting and applying policies, regulations and bylaws and communicating instructions regarding Professional, non-doctoral and Research Assistant Professor appointments to deans, department chairs, administrators and faculty. Ensures regulations and policies for faculty recruitment and appointment processes are followed and maintained throughout the appointment process. Interprets the SMD Regulations of the Faculty and in a clear, concise manner, provides interpretations to SMD departments and centers (including time-allowed in rank, provisions for PT faculty, length of notification to faculty required if they will not be reappointed, etc). Independently reviews and evaluates documentation required for faculty appointments, reappointments and promotions. Ensures accuracy and completeness. Coordinates and ensures appropriate finance approval as well as approval from the Vice Dean for The Office of Academic Affairs. Reviews and approves faculty business processes within myURHR, and positions integrated between URFaculty and myURHR, as well as appointment materials uploaded through the SMD PMR (Promotions and Reappointment Manager software). Facilitates the review and approval for academic Assistant Professor faculty reappointments. Review materials, advise departments, seek Vice Dean approval, and update appointment data in SMD Faculty Roster. Manages coordination of the activities of the MEDSAC Steering Committee (school-wide promotion and tenure committees), including scheduling meetings, confirm committee attendance, assuring quorum. Assemble associated materials for Provost and Board of Trustees approval, construct Provost actions for appointments one year of length of less, distribute Provost and BOT letters to department administrators and chairs. Keeps process documentation for tasks related to MEDSAC Steering Committee and related actions and processes.
• Data Management: Analyzes statistics and prepares reports from data within Academic Affairs (SMD Faculty Roster, Faculty Recruitment form system, and myURHR related to new faculty recruitment and appointments. With minimal oversight, responds to data requests for Professional, non-doctoral and Research Assistant Professor appointments. Maintains accuracy of appointment data in internal (Faculty Roster) and external databases (AAMC Famous database) Responds to inquiries and correspondence involving the interpretation of University as well as departmental policy, regulations, procedures, etc.; Compiles and analyzes statistics and prepares analytical and evaluative reports; writes operating or procedure manuals, instructions, etc. and prepares materials for publication about the unit’s activities.
• Policy Development and Training: Exercises independent judgement to ensure maximum efficiency in implementing school policies and procedures. Under general direction, writes and revises procedures and guidelines for academic affairs that serve as the basis for administration of recruitment, appointment, reappointment and promotions. Participates in planning meetings, conferences, etc. and coordinates as needed literature, announcements, or other materials. Cross coverage with team members as needed, may include coverage for team members for appointments in additional faculty ranks, requires working understanding of SMD faculty regulations and SMD Required Paperwork, supply ordering, Iron Mountain file retrieval. Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 51-100 employees