Faculty Affairs Assistant

Job Summary

The Faculty affairs assistant manages administrative operations related to the faculty lifecycle, including assisting in hiring, onboarding, promotion, and tenure and career processes. They act as a liaison between the Occupational & Environmental Health Division and the University's Faculty Affairs offices. They ensure compliance, maintain personnel records and support faculty development.

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The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Responsibilities

1. Monitors and coordinates the review process for tenure-line faculty in connection with retention, promotion and tenure actions, and provides guidance to committees and individuals working with FARA/RPT and formal review processes. Also serves a similar role for the Tenured Faculty Review (TFR) process. Serves as support for the "Department Advisory Committee" (DAC) and the DAC Chair.
2. Monitors and coordinates the formal review process for career-line faculty in connection with reappointment, and promotion actions and provides guidance to committees and individuals working with and formal reappointment processes. Serves as support for the Department's Appointments Advisory Committee.
3. In consultation with Division leadership, plans and organizes activities surrounding faculty recruitment and onboarding to conform to University, Division and EEO guidelines. Works with Search Committee(s) and arranges on campus interviews/visits. Responsible for planning agendas, meetings, luncheons, hotels, flights, and other transportation. Uses the PeopleAdmin online recruiting program to post faculty positions and hire new faculty.
4. Receives, interprets and processes necessary information related to all faculty personnel actions, provides information and guidance, and serves as a resource to the Chair and faculty on matters of Division and University faculty-related policy. Ensures that faculty personnel actions conform to policy.
5. Faculty Rosters: maintains Master Faculty Roster and Voting Roster for the Division.
6. Administers formal processes for faculty resignations, retirements, request for sabbatical leaves, and emeritus status.
7. Coordinate with current and applicant OM faculty to initiate the physician/clinician enrollment and credentialing processes for all applicable faculty and reapply for credentialling at standard UU intervals; track and maintain provider malpractice insurance and licensure.
8. Assist in development and distribution of annual faculty letters.
9. Manage completion of annual faculty conflict of interest process.
10. In consultation with department leadership, create streamlined and efficient procedures.
11. Updating and maintenance of faculty CVs.
12. Other duties as assigned.

Minimum Qualifications

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).

Department may hire employee at one of the following job levels:

Administrative Assistants, I: Requires little to no related experience.

Administrative Assistants, II: Requires at least 1 year of related experience.

Preferences

• Ideal candidates will have strong organizational skills, professional communication, high accountability and the ability to manage multiple tasks with discretion and accuracy.
• Experience with Docusign, Microsoft Planner and other Microsoft programs, Adobe, Qualtrics or Smartsheets is a plus.
• Familiarity with academic or clinical environments a plus.
• Previous administrative experience preferred.
• Ability to work independently but can navigate the nuances of teams in hybrid work models and still maintain team dynamics and support.

Special Instructions

If questions surrounding the position or details of work schedule, feel free to reach out directly to Ashly Buhler at ashly.buhler@hsc.utah.edu.

Requisition Number: PRN44448B

Full Time or Part Time? Part Time

Work Schedule Summary: Set schedule, between the hours of 8am-5pm, with some flexibility.

Department: 00965 - Occ. Environmental Health

Location: Campus

Pay Rate Range: $10-$21.50/hr

Close Date: 6/10/2026

Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/198657