Faculty Affairs Specialist

University of the Pacific•Stockton, CA

About The Position

Under the supervision of the Associate Dean for Oral Health Education (ADOHE), the Faculty Affairs Specialist coordinates and manages faculty-affairs activities for the ADOHE and performs duties that support the Office of Academic Affairs. The role manages faculty appointment, onboarding, promotion, tenure, evaluation, credentialing, and development processes, while providing administrative support to the ADOHE and relevant committees. The position also supports curriculum mapping and coordinates faculty development programs and retreats. The University of the Pacific states that diversity, equity, and inclusion are foundational to the success of its students and employees, and prioritizes policies and decisions responsive to sociocultural forces that impede or propel students, faculty, and staff. The position is scheduled for eight hours per day, five days per week, Monday through Friday. Workload varies with the academic calendar, and occasional evening and weekend hours are required.

Requirements

Bachelor’s degree.
At least three years of administrative support experience.
Advanced knowledge of Microsoft Word, Excel, PowerPoint, and email systems.
Ability to perform duties with a high level of confidentiality, discretion, and respect for others.
Professional image and strong communication, customer service, and interpersonal skills.
Effective, professional written and verbal communication with all constituents; ability to compose professional correspondence and reports.
Ability to develop and maintain productive working relationships with stakeholders in the Dugoni School of Dentistry.
Ability to manage time, organize duties and assignments, set priorities, and meet multiple deadlines.
Ability to work effectively and accurately in an open office environment with multiple interruptions.
Initiative in organizing and maintaining departmental responsibilities, projects, and procedures.
Ability to maintain confidentiality of student and faculty records in accordance with applicable laws and regulations.
Excellent problem-solving and follow-through skills.
Experience and sensitivity working with people of diverse backgrounds and cultures.
Demonstrated experience advancing social justice, equity, and inclusion in a university setting.
Ability to engage and integrate culturally responsive practices and knowledge in the work.

Nice To Haves

Knowledge of academic records maintenance, including hard files and database management.
Experience with a content management system (CMS) or other web content management programs.
Knowledge of Qualtrics Survey Software.
Previous experience in an academic setting.

Responsibilities

Manage and audit Interfolio data, ensure its accuracy, recommend system or process improvements, and produce quarterly reports for department chairpersons and the ADOHE, including faculty schedules, faculty rosters, and annual CV reviews.
Manage faculty appointment processing, including letters for new appointments, appointment changes, and annual renewals; collaborate with Human Resources and/or the Provost’s Office to ensure compliance with school and University protocols.
Coordinate faculty onboarding with department chairpersons, department coordinators, and Human Resources.
Support the Faculty Appointment, Promotion, and Tenure Committee by maintaining promotion and tenure process information, tracking timelines, issuing notices for three-year evaluations and annual promotion eligibility, and managing the annual tenure and promotion review process.
Provide administrative support to the Faculty Appointment, Promotion, and Tenure Committee and the Faculty Development Oversight Committee, including preparing agendas, minutes, annual reports, and related materials, and distributing and maintaining records.
Coordinate faculty-affairs administrative support, including monthly faculty credentialing verification, peer observation, Mission Focused Faculty Evaluation, department chairperson resources, department chairperson 360 evaluations every third year, and faculty change-of-status forms.
Support curriculum mapping in collaboration with the Academic Support Services Manager.
Provide administrative support to the ADOHE, including managing the meeting schedule; preparing meeting materials; arranging travel; preparing and distributing correspondence, agendas, minutes, reports, and other materials; preparing presentations, scripts, and speaking points; following up on project management; maintaining files and records; and updating the CV.
Coordinate faculty development programs and retreats, including scheduling locations and arranging notices, invitations, catering, and other logistics.
Prepare and submit faculty information reports to the liability insurance carrier.
Perform other duties as assigned by the Associate Dean for Oral Health Education.