About University at Albany:
The University at Albany is a Carnegie-classified Research 1 institution driven by academic excellence, pioneering research and scientific discovery, and service to community. UAlbany's world-class faculty experts and approximately 17,500 students are creating new knowledge in fields such as artificial intelligence, semiconductor engineering, atmospheric and environmental sciences, cybersecurity, public health, public administration and social welfare while deepening our understanding of our…
world through scholarship and creative activity in the social sciences and humanities. As one of the most diverse public research institutions in the nation, the University is a national leader in public engagement, educational equity and social mobility. For over 180 years, UAlbany has molded bright, curious and engaged students and launched them toward success.
Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.
Job Description:
In the Office of the Provost and Senior Associate Vice President for Academic Affairs, the Faculty Development Specialist provides strategic and operational support for key functions and services. This role works closely with the Associate Vice Provost for Faculty Development and serves as a liaison across a range of offices and initiatives.
This position also supports strategic initiatives within the Provost's Office by coordinating implementation, tracking progress, and ensuring the timely advancement of key priorities. Reporting to the Senior Associate Vice President/Chief of Staff, the Faculty Development Specialist collaborates regularly with the Associate Vice Provosts and the Assistant Vice President for Administration. The incumbent will routinely interact with members of the University Senate who are on the Council for Promotion and Continuing Appointment, Deans Leadership Team and Department Chairs.
Primary Responsibilities:
- Faculty Development
- Coordinate faculty personnel processes for tenure-track faculty, including tenure, promotion, and term renewals, in collaboration with the Office of Human Resources and academic units.
- Ensure the timely preparation and submission of tenure and promotion files and term renewal materials.
- Review dossier materials, ensuring completeness, accuracy, and compliance with established guidelines and deadlines; follow up with and provide guidance to Deans staff and Department Chairs related to any discrepancies or inconstancies in the file and any missing materials.
- Support the Council on Promotion and Continuing Appointment (CPCA) by coordinating meetings, preparing materials, documenting outcomes and drafting summary reports, following up with Deans staff and Department Chairs on any concerns.
- Administer faculty-related programs and initiatives, including Joint Labor Management programs (e.g., Drescher and Individual Development Awards), by overseeing the call for applications, managing application processes, ensuring completeness of submissions, communicating with applicants, and coordinating with campus and union partners.
- Follow up with Deans staff and Department Chairs as needed on matters related to faculty development.
- Oversee data collection, management, and tracking of faculty personnel processes, and provide reports as needed.
- Maintain secure, auditable records of faculty promotions and contract renewals.
- General Operational Support
- Support the daily operations of the Provost's Office, including managing communications and routing inquiries.
- Coordinate meetings, events, and office activities, ensuring effective planning and execution.
- Maintain key systems, calendars, and operational procedures to support efficient office functioning.
- Serve as a liaison with campus partners, facilitating communication and collaboration across Academic Affairs and administrative units.
- Contribute to institutional initiatives, including reporting, committee support, and special projects.
- Support onboarding and workforce processes, including supervision and coordination of student employees and related administrative functions.
- Identify and implement opportunities to streamline workflows and enhance efficiency within faculty support processes.
- Facilitate clear communication with faculty, department chairs, and university offices about policies, procedures, and deadlines.
- Support the development, review, and implementation of faculty rules, policies, and procedures, ensuring alignment with institutional governance standards, accreditation requirements, and evolving best practices in higher education.
- Communicate policy guidance, recommend updates to procedures and documentation, and maintain a range of web resources for faculty and administrators.
- Process and review staff transactions, including completion of HR forms and evaluation of voluntary appointment requests for accuracy and compliance.
- Oversee the Work-Study Process for the Provosts Office
- Serve as the liaison with the Office of Financial Aid Work-Study unit.
- Create and post adds and hire Work-Study Students.
- Supervise Work-Study students.
- Oversee the Provost Office Self-Study Process
- Update SMART goal progress annually.
- Work with Provost Office staff and others to collect data on SMART goal progress.
- Draft the Self-Study and Self-Study report updates.
- Coordinate data collection related to strategic priorities, including annual SMART goal tracking and self-study updates.
- Prepare reports and presentations to support institutional effectiveness, accreditation, and strategic planning efforts.
- Emergency Management
- Represent Academic Affairs on the University Incident Management Team (IMT), supporting emergency preparedness, response efforts, and continuity planning.
- Update the Provost Office Continuity Plan/Documentation annually.
- Serve as the resource contact for all Academic Affairs units regarding AA procedures related to emergency management.
- Other Responsibilities
- Coordinate annual updates to the electronic Faculty Handbook.
- Assist with on-boarding new staff in the Provost's Office.
- Develop and maintain the Provost Office Standard Operating Procedures Manual.
- Serve as liaison with the Office of Parking Management.
- Serve as the AA Sustainability Committee liaison with the Sustainability Office.
- Other reasonable duties.
Functional and Supervisory Relationships:
- Reports to: Senior Associate Vice President and Chief of Staff for Academic Affairs
- Supervises the following positions: Work-Study Student
Job Requirements:
- Strong oral, written, and organizational skills with the ability to manage multiple priorities and maintain accurate records.
- Proficiency in Microsoft Outlook, Word, and Excel.
- Ability to work with OCM to update and edit web content and develop and update online resources.
- Ability to handle confidential, personal, and sensitive information with a high degree of discretion, professionalism, and adherence to privacy requirements.
- A range of skills to build trust with staff, faculty and administrators, and communicate effectively and confidentially with a range of stakeholders.
- Capacity to bring rigor and care to complex, high-stakes processes.
- Ability to serve as a trusted resource for faculty concerns, conflict resolution, and academic personnel matters, fostering a respectful and professional culture.
- Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
- Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.
Requirements:
Minimum Qualifications:
- Bachelor's degree from a college or University accredited by the US Department of Education or an internationally recognized accrediting organization.
- 3 to 4 years of relevant experience such as project management, handling confidential personnel matters, developing and updating procedures, working with multiple constituencies.
Preferred Qualifications:
- Master's degree from a college or University accredited by the US Department of Education or an internationally recognized accrediting organization.
- Professional experience working within higher education.
- Professional experience working in an academic department, college, or university administrative unit.
- Experience with PeopleSoft.
- Experience with Business Intelligence (BI) software.
Working Environment:
- Typical office environment
Additional Information:
Professional Rank and Salary Grade: Senior Staff Assistant, SL3, $68,000-72,000.
Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml
Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.
THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER
Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=202994
Application Instructions:
Applicants MUST submit the following documents:
- Resume
- Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
- List of 3 professional references with e-mail addresses and telephone numbers
Note: After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).
See the FAQ for using our online system. Please contact us if you need assistance applying through this website.
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Preference will be given to applications received by August 20.
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