"Faculty Affairs Administrator"

Overview

This position is part of the faculty affairs team that serves the Child Study Center, the Department of Pediatrics, and the Department of Psychiatry Integrated Business Operations (IBO).

This position focuses on serving as a lead point of contact to faculty, staff, and prospective faculty candidates for all matters pertaining to the appointments & promotions process for unpaid non-ladder faculty across three departments. Responsibilities include but are not limited to the following:

• Plans and oversees each step of the faculty appointments & promotions lifecycle for unpaid non-ladder faculty in three departments. Provides administrative support for departmental committees by scheduling meetings, setting agendas, and distributing materials, conducting an initial review of materials, communicating feedback with faculty candidates, providing onboarding materials, and coordinating offboarding.
• Develops, implements, and maintains internal documents and records related to unpaid non-ladder faculty appointments to ensure compliance with departmental, YSM, and University requirements.
• Reviews processes for efficiency and optimization pertaining to internal record keeping and new appointment and reappointment review.
• Processes Workday transactions for new appointments, promotions, reappointments, and terminations of unpaid non-ladder faculty, as well as title changes and salary changes for select paid non-ladder faculty.
• Manages all communications with ladder faculty, prospective candidates, and current unpaid non-ladder faculty regarding the status of pending appointment requests, reappointment and promotion applications.
• Monitors external and internal factors that impact unpaid non-ladder faculty across three departments and address challenges accordingly.
• Partners with key University stakeholders such as the Office of Academic and Professional Development and Office of Curriculum to provide ongoing guidance and feedback regarding the appointments & promotions process.
• Takes the lead on processes related to faculty academic, child-rearing, and medical leaves.
• In collaboration with faculty committees, provides support for the Master Level Clinicians Program.
• Oversees the work of staff members.
• This position is a hybrid position and requires onsite work 2-3 days a week.

Required Skills and Abilities

1. Demonstrated ability to manage time and resources effectively across departments.
2. Excellent oral and written communication skills.
3. Demonstrated professionalism and ability to work across multi-cultural environments.
4. Strong organizational skills and attention to detail.
5. Demonstrated ability to adapt to changing priorities and evolving business needs.

Preferred Skills and Abilities

Experience working with faculty members at all ranks. Experience giving presentations and leading committees.

Principal Responsibilities

1. Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit.
2. Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices.
3. Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work.
4. Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance.
5. Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies.
6. Plans and facilitates training sessions for the department when new policies or practices are adopted.
7. Ensures compliance with University and federal health and safety regulations as they apply to the unit.
8. Initiates, plans and develops administrative policies for the assigned unit.
9. Contributes to long-range administrative planning for the assigned unit.
10. Implements University and departmental policies as they pertain to the administrative function of the unit.
11. Supervises and leads staff.
12. May perform other duties as assigned

Required Education and Experience

Minimum requirement of Bachelor’s Degree in related field and three years of experience or an equivalent combination of education and related experience.