Sr Academic Personnel Specialist

Overview Under the general direction of the Vice Provost for Faculty Affairs or designee, the Senior Academic Personnel Specialist provides high-level and diverse program support and coordination on multiple programs within the Office of Faculty Affairs. The Senior Academic Personnel Specialist will assist the Vice Provost or Committee Chairs in leading and documenting program activities and may take the lead on sub-components. The Senior Academic Personnel Specialist will develop and implement administrative efficiencies and cost savings while adhering to UMass Chan's policies and guidelines. This position's main duties will surround the day-to-day needs of assigned programs. There will be a significant amount of data collection, entry and analysis responsibilities as it relates to assigned programs and the specialist is responsible for reporting findings to senior management. The specialist will also support the faculty life cycle processes to include tracking and maintaining deadlines, drafting appropriate pieces of communications, and engaging with key personnel to ensure timely submissions. Additionally, the specialist will assist with the development of new administrative processes and institutional guidelines, drafting program schedules and communications for approval, and may supervise junior and/or volunteer staff. Responsibilities Assist the Vice Provost or designee in the development and delivery of current and new programs related to the professional development and life cycle of the UMass Chan faculty member. Represent the Office of Faculty Affairs as a key resource for information and guidance sought by staff/faculty within the University. Prepare materials for program or committee meetings, trainings, seminars, and conferences. Collaborate with Committee Chairs as administrative officer in the governance of the UMass Chan campus, including governing bodies, standing committees, and other University governance functions. Prepare written official communications on behalf of the Vice Provost/Dean/Chancellor. Maintain accurate data collection and entry for all faculty new hire, promotion, termination, and communications retained within the University’s PeopleSoft database and other faculty management platforms. Participate in the formulation of program design, work plans, coordination, budget development, and general financial transactions. Collaborate with senior program faculty/staff in developing and coordinating all program-related data collection methods (e.g., modes of program registrations, surveys) to meet program and regulatory body requirements. Design program-specific data collection tools for leadership and team review; present instruments and prepare follow-up modifications for deployment; deploy and monitor data collection tools. Draft program materials in collaboration with senior program members or committee Chairs, including agendas, meeting decisions, changes, deliverables, progress reports, schedules, cost tracking, or other pertinent reports. Manage day-to-day program activities such as overseeing & coordinating catering, A/V, space planning, facilities management, and other items as necessary. Facilitate communications of faculty status, issues, and related information to department chairs/chiefs/directors/administrators as appropriate. Prepare ongoing summary reports from various databases and collaborate with senior faculty/staff on data presentation and interpretation. Disseminate monthly summary reports to departments, committees, and faculty as required. Translate Governance Documents and Academic Personnel Policies to all internal and external stakeholders. Serve as the primary interface regarding academic appointments, promotion and tenure, and independently offer educational sessions for new and existing personnel. Manage adjunct, visiting, joint, and secondary appointments, status changes, transfers of departments, and movement on/off nontenure‑tenure track. Oversee Periodic Multiyear Reviews (PMY), process all faculty Mini‑Tenure Reviews, and process the Annual Performance Reviews (APR) for all faculty. Consistently monitor reporting deadlines for various internal/external funding resources. Train faculty committee members regarding expectations and policies related to appointment, promotion, and tenure procedures. Provide direction and mentoring to junior staff, student interns, and temporary support staff as necessary. Perform other duties as requested. Required Qualifications Bachelor’s degree in public health, healthcare administration, business administration, education or related field; or equivalent experience. 5-7 years of work‑related experience in academic/faculty administration. Excellent oral and written interpersonal communications skills and the ability to work in groups. Ability to interact with and represent OFA both internally and externally, particularly with senior academic administration, including the Chancellor, Provost and department/division chairs. Demonstrated ability to work appropriately with confidential information. Ability to work in/lead a team and meet performance deadlines in a dynamic environment. Strong computer application skills, particularly with databases, PeopleSoft applications, and related query reporting. Strong knowledge of Microsoft Office tools including Excel and Word. Preferred Qualifications Prior experience working in administration for an academic institution, specifically faculty administration. Demonstrated experience working with spreadsheet and database programs; working knowledge of data reporting. #J-18808-Ljbffr UMass Chan Medical School