Faculty Affairs Specialist

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

The Department of Anesthesiology is a part of the University of Michigan Medical School and contributes to the University's mission to strive for excellence in clinical care, research, and medical education. We prepare specialists in the field of anesthesia, critical care, and pain management with a broad spectrum of knowledge, clinical skills, and mature interpersonal communication skills to become the consummate medical professional.

The Department of Anesthesiology seeks an Administrative Specialist to join the Faculty Affairs team. This position partners closely with the Faculty Affairs Manager, Associate Chair for Faculty Affairs, Department Chair, department staff and faculty to support faculty life cycle processes. The Administrative Specialist supports faculty appointments and promotions by preparing, compiling, and submitting accurate, timely packets to the Office of Faculty Affairs using specialized systems and subject-matter knowledge. This position also supports faculty compensation administration in partnership with the Faculty Affairs Manager, and provides high-level administrative support to Faculty Affairs leadership, including complex scheduling, travel and reimbursements, and coordination of interviews and meetings.

The position reports to the Faculty Affairs Manager, with functional oversight from the Associate Chair for Faculty Affairs. This role follows a hybrid work model with a minimum of one day per week onsite; the onsite schedule and work location are based on departmental needs.

Promotions:

• Advise faculty and their administrative partners on assembling promotion packets.
• Review packet materials for completeness, accuracy, and alignment with Medical School guidelines; provide feedback to faculty prior to Associate Chair's review.
• Serve as the departmental content expert and super user for the Medical School's required CV platform.
• Serve as the primary point of contact for the department's Promotion and Tenure Committee; coordinate meeting logistics and prepare packets for committee review.
• Facilitate end-to-end promotion processes with faculty and department stakeholders to ensure all requirements are completed for submission.
• Draft and compile documents on behalf of the Department Chair to complete packet.

Finance:

• In conjunction with the Faculty Affairs Manager, management of faculty compensation administration, including FTE and salary changes, funding (DBE) changes, unpaid LOA's, and additional pay.
• Manage faculty total compensation workbook and coordinate with department finance team on related changes.
• Liaison between department finance team and department OR scheduling team to communicate effort and protected time changes.
• Prepare financial communications to faculty on behalf of the Department Chair and senior leadership.
• Process new appointments and appointment changes in M-Pathways.

Administrative support:

• Provide high level administrative support to the Associate Chair for Faculty Affairs.
• Management of complex calendar, travel arrangement and itineraries, and reimbursements.
• Provide administrative support to the Faculty Affairs Manager.
• Coordinate confidential interviews for faculty administrative positions by managing complex scheduling across multiple stakeholders, arranging logistics, and serving as the primary point of contact for candidates.
• Schedule team meetings and coordinate food and location.

Appointments:

• Facilitate the faculty appointment process with candidates to ensure all requirements are completed for submission.
• Coordinate and prepare nomination/application materials for the Association of University Anesthesiologists nomination process and Medical School Leadership Academy.
• Prepare faculty appointment letters on behalf of the Department Chair.
• Maintain and update faculty long titles in M-Pathways and other internal systems.

Department Projects Adhoc/Annual:

• Advise faculty on emeritus requests, including drafting required narratives/memoirs, and retirement-related requests, including phased retirement options.
• Prepare and submit requests for Adjunct and Emeritus appointment renewals.
• Facilitate tenure clock extensions/exclusions by guiding faculty on requirements and coordinating submissions for approval.
• Guide faculty on scholarly leaves of absence, including sabbaticals, and prepare required documentation for approval.
• Coordinate annual faculty processes, including M-Inform disclosures, effort certification, annual career reviews, vaccine compliance tracking, and appointment end-date renewals.
• Serve as back-up support for the Credentialing and Licensure Specialist.

Required Qualifications:

• Bachelor's degree in a related field, or an equivalent combination of education and experience.
• Two years of progressively responsible administrative experience in faculty affairs, faculty development, or a related area.
• Demonstrated ability to learn and apply software applications, including M-Pathways, Elements, Meridian, SharePoint, and Microsoft 365 (M365).
• Demonstrated ability to work in a highly organized manner, manage multiple priorities, and meet deadlines.
• Demonstrated ability to manage projects of varying complexity and ambiguity.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Exceptional interpersonal skills and the ability to work independently, take initiative, and collaborate effectively as part of a team with minimal supervision.
• Demonstrated commitment to customer service and customer-focused service delivery.

Preferred Qualifications:

• Demonstrated working knowledge of University and Medical School policies and procedures.
• Two or more years of experience administering faculty appointments and promotions in a medical school setting.
• Two or more years of experience using M-Pathways, including specialized experience processing complex PAR transactions involving faculty salary components.

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

The University of Michigan is an equal employment opportunity employer.