About the Job
Position Overview:
The Office of Faculty Affairs (OFA) serves over 5,000 faculty across 27 departments and is dedicated to cultivating a welcoming culture that drives excellence across clinical care, education, and research. OFA advocates the lifelong career development of faculty by providing a supportive working environment, meaningful guidance, effective training, and impactful resources.
The principal job responsibilities include: manage the processes and data related to faculty hiring and appointments, including departures, exit interviews, track transfers, leave requests, annual appraisals, emeritus requests, faculty governance committees. planning and implementing program and project administration, managing and executing confidential documentation, and developing and implementing communications for the myriad of office program offerings.
Job Duties/Responsibilities
30%: Leadership and external constituent support
- Support Medical School Vice Dean for Faculty Affairs, and Senior Director of Faculty Affairs administratively, manage highly-complex calendars including clinical, research, and administrative activities across multiple organizations.
- Liaison and administrative support for multiple committees.
- Develop, create, and implement curricular, survey, scheduling and evaluation of programs; use detailed knowledge of design to develop and create presentation and marketing materials for leadership and programs, adhering to university policy.
- Extensive knowledge of Microsoft Office Suite and Google Applications to analyze, develop, create and implement project management procedures to ensure timely responses and routing in connection with the 27 medical school departments' appointments, appraisals, and university policy-related documents for over 5,000 faculty and their administrative staff teams.
- Collaborate and communicate with organizations throughout and outside the University to include: Medical School Dean's Office, Office of the Executive Vice President and Provost, University of Minnesota Physicians, MHealth Fairview, Health Sciences, and affiliated hospitals.
- Management of complex projects with multiple stakeholders from locations in and outside the university including lectureship series, seminars, workshops and orientations.
30%: Faculty Recruitment and Hiring
- Manage and facilitate the processes related to faculty hiring and appointments, including departures, exit interviews, track transfers, leave requests, annual appraisals, and emeritus requests.
- Manage the leadership recruitment process including scheduling interviews and appointments, and communicating with leadership stakeholders, HR members, committee chairs and members on search and interview process and materials.
- Serve as a main point of contact for candidates during the recruitment and onboarding process, liaising with stakeholders within the Medical School to respond to questions that arise.
- Coordinate and manage the Medical School new faculty orientation, offered three times per year.
20%: Governance, policy and procedure
- Demonstrate expert communication and interpersonal skills to interact diplomatically, navigate and manage highly delicate and confidential matters concerning Medical School Faculty (5000+), relating to appraisals, disciplinary actions and other issues to determine next steps. Maintain equanimity in the face of resistance or contrary opinions.
- Research and develop formulas to render and interpret data in collaborations with Human Resources, and Office of Medical Education in support of Dean's Office initiatives, such as appointment, appraisal and demographic information.
- Manage highly complex faculty governance matters relating to the Medical School Bylaws and Constitution. Cross-reference multiple data sources in compliance with Medical School and University policy, advise, recommend, manage, and promote constitutional policy and bylaws; manage and prepare ballots, analyze University Senate vote outcomes and integrate same with Faculty Advisory Council (FAC), communicate with elected faculty and affiliate organizations to recommend and ensure representation at the Faculty Advisory Council, and consult and advise leadership and stakeholders on Medical School and University policy and procedure.
20%: Communications
- Collaborate with leadership to develop, draft and implement policy and communications on behalf of the Vice Dean for Faculty Affairs in the Medical School.
- Speak with faculty, leadership and staff with clear and meaningful insight, oftentimes in public forums.
- Delegate responsibilities to student staff relating to planning, staffing and execution.
- Develop content and update web and email communications.
Qualifications
Required Qualifications:
- Bachelor’s Degree or a combination of education and professional experience to equal four years.
- Computer experience in a networked environment, including experience with Microsoft Office Suite and Google Education Applications.
- Expertise with database management.
- Demonstrated ability to work as part of a team, but also able to work independently.
- Experience organizing and prioritizing multiple requests/tasks.
- Demonstrated discretion and ability to maintain confidentiality.
- Ability to work flexible hours when necessary.
- Experience developing, creating and maintaining SmartSheets; to include intermediate level understanding of spreadsheet functions and formulae.
Preferred Qualifications:
- Excellent interpersonal skills; demonstrated ability to work and communicate productively with faculty, staff, and internal and external constituents.
- Excellent writing and editing skills, in order to create program materials, write drafts of various communications, and reports.
- Ability to manage and prioritize a diverse range of responsibilities and projects, and produce timely results in an unstructured, fast-paced environment.
- Ability to work independently, creatively and collaboratively in a fast-paced environment.
- Demonstrated experience with electronic communications, including experience writing for the web, and other technical communications.
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