Faculty Affairs Specialist

Primary Purpose
Under supervision of the Associate Dean for Oral Health Education ( ADOHE ) coordinates and manages activities related to faculty affairs for the ADOHE and performs duties relevant to the functioning of the Office of Academic Affairs. University of the Pacific recognizes that diversity equity and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of and responsiveness to the ways sociocultural forces related to race gender ability sexuality socioeconomic status etc. impede or propel students faculty and staff.

Essential Functions
Manage audit and ensure accuracy of Interfolio data; make recommendations for system or process improvement; produce quarterly reports for department chairpersons and ADOHE to include quarterly faculty schedule/faculty rosters and annual CV review. Manage faculty appointment processing to include letters for new appointments changes in appointment and annual renewal letters; collaborate with the Department of Human Resources and/or the Provosts Office to ensure adherence to school and University protocols. Manage and coordinate faculty onboarding process in collaboration with department chairpersons department coordinators and Human Resources. Manage and support the Faculty Appointment Promotion and Tenure Committee to include: Maintain and update promotion and tenure process information (duplicate) Track temporal requirements towards promotion and tenure Provide notice of 3-year evaluation to faculty and department chairpersons Provide annual promotion eligibility notice to faculty and department chairpersons Manage Annual Tenure/Promotion Review process. Administrative support for FAPTC and Faculty Development Oversite Committee (i.e. prepare agendas minutes annual report and other related material; distribution and maintenance of records). Manage/coordinate faculty affairs administrative support to include: Monthly faculty credentialing verification Support peer observation process Mission Focused Faculty Evaluation process Department chairperson resources (process/protocol/forms) Department chairperson 360 evaluation (every third year) Process faculty change of status forms Support the curriculum mapping process in collaboration with Academic Support Services Manager. Provide administrative support for the ADOHE to include: Manage meeting schedule prepare meeting materials Manage and make travel arrangements Prepare and distribute (as needed) correspondence agendas minutes reports and other related material Prepare presentations scripts and speaking points Assist with timely follow up on management of projects Maintain files/records Update CV Coordinate faculty development programs and retreats to include scheduling of location notices invitations catering and other related logistics. Prepare and submit faculty information report to liability insurance carrier Perform all other duties as assigned by the Associate Dean for Oral Health Education.

Minimum Qualifications
Knowledge of: Advanced Microsoft Word Excel PowerPoint and e-mail systems. Experience: Minimum of three years of administrative support experience. Education: Bachelors Degree. Working Conditions: Position is eight hours per day five days per week. As workload fluctuates with the academic calendar position requires occasional evening and weekend hours.

Preferred Qualifications
Knowledge of: Academic records maintenance including hard files and database management helpful. Content Management System ( CMS ) or other web content management programs desirable. Qualtrics Survey Software Ability to: Perform duties using high level of confidentiality discretion and respect for others. Project a professional image and demonstrate strong communication customer service and interpersonal skills. Demonstrate effective and professional written and verbal communication skills with all constituents. Compose professional correspondence and reports. Develop and maintain productive working relationships with different stakeholders in the Dugoni School of Dentistry. Manage time organize duties/assignments and set priorities effectively to meet multiple deadlines. Work in an open office environment effectively and accurately with multiple interruptions. Demonstrate initiative in the organization and maintenance of departmental responsibilities projects and procedures. Understand and maintain confidentiality of student and faculty records in accordance with all laws and regulations. Demonstrate excellent problem solving and follow-through skills. Experience: Previous experience in an academic setting desirable. Other: Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice equity and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.

Work Schedule
M-F (8) hours per day.

Required Experience:

IC