Working/Functional Title
CHM Faculty Affairs Administrator
Position Summary
Reporting to the Associate Dean for Faculty Affairs this position oversees and coordinates the college’s reappointment, promotion and tenure processes and produces summary reports of critical information on RPT activity for college leadership; oversees and coordinates the college’s faculty and academic staff annual review processes and produces summary reports; coordinates the annual and 5-year major review process for department chairs and other management positions reporting directly to the Dean; coordinates and manages the college awards process; provides administrative support to assigned college committees including reappointment promotion and tenure (RPT), conflict of interest (COI) and college-level awards. This position continuously evaluates and improves operational processes in the assigned areas of responsibility, and designs and leads the implementation of high quality business solutions including the creation of appropriate data systems and technology-enhanced business processes. This position also coaches department staff in the assigned areas of responsibility on utilizing related business processes and procedures. This position is located at the East Lansing Campus and is hybrid in-person/remote friendly.
Responsibilities:
45% Orchestrates the college reappointment, promotion and tenure (RPT) process:
- Serves as liaison with the university Office of Faculty and Academic Staff Affairs on university requirements and procedures
- Advises, counsels, and answers procedural questions based on knowledge of college and university RPT policies
- Using knowledge of all College of Human Medicine faculty appointment systems and corresponding university and college RPT guidelines, provides advice to faculty on dossiers being reviewed at the college level
- Designs, builds, assesses, and continuously revises processes to ensure confidentiality and efficiency of workflows
- Analyzes data and report findings, seeks root causes, and develops solutions and/or recommendations
- Distributes top-quality reports and interpretive notes
- Provides department support:
- Manages communications and file management through Microsoft Teams to integrate materials submission and department questions
- Creates training documents
- Prepares and presents training events
- Monitors dossier and form submission (Qualtrics, Teams, and EBS)
- Provides ongoing support and coaching
15% Coordinates and manages assigned college-wide committees:
- Ensures committees receive appropriate training in committee charge, rules of order, implicit bias, and policies related to the committee’s area of responsibility
- Based on knowledge of committee charges and membership, monitors committee activities to ensure objectives have been met within designated time frame and assists with coordination of follow-up activities
- Attends meetings and advises committee members
- Reappointment, Promotion and Tenure Committee
- Maintains processes for collecting faculty dossiers from departments and coordinates with FAD Office Assistant to prepare materials for RPT committee review
- Assigns reviewers from the committee based on knowledge of the member’s professional background
- Designs reviewer forms and committee chair letter templates based on knowledge and understanding of the RPT review process
- Orchestrates asynchronous reviews and votes for initial at-rank appointments
- Serves as parliamentarian for the committee: based on knowledge of Roberts Rules of Order, ensures proper committee rules of order are followed; based on knowledge of RPT members faculty ranks and titles, ensures voting eligibility rules are followed for all RPT cases
- Conflict of Interest Committee
- Others committee support as assigned
15% Oversees the executive-level annual review process:
- Collects information from departments regarding recipients of surveys
- Develops survey tool and distribute surveys
- Collects and analyzes data for the dean; generates reports
- Develops and provides templates to the dean for annual performance appraisal letters
- Coordinates signatures and forwards the annual letters to appropriate college and university offices
- Coordinates and manages 5-year review of chairpersons
10% Oversees the faculty and academic staff annual review process:
- Maintains collection processes of all faculty and academic staff reviews, including surfacing data needed for monitoring strategic plan metrics
- Utilizes reports from MSU’s BI to generate department lists of required reviews
- Produces top quality summary reports and well-organized, impactful presentations for departments and for the college
- Analyzes data and report findings, seeks root causes, and develops solutions and/or recommendations
- Distributes top-quality reports and interpretive note
10% Coordinates and manages the college award process:
- Establishes timeline for announcements, deadlines, and review process; drafts email correspondence to be sent out all CHM faculty
- Manages nomination process via Qualtrics
- Coordinates the collection and review of all nominations submitted
- Reviews and completes checklist; notifies nominators for missing/incomplete information
- Assists CAC awards sub-committee with evaluation of all nominations submitted
- Sends email confirmations to award recipients and to the dean’s office
5% Faculty Affairs administrative duties:
- Establishes and updates office procedures in accordance with college and university policies and procedures
- Assists with the implementation of faculty affairs databases (such as Academic Profile) across the college
- Assists with and participates in faculty development programming
- Other administrative duties as assigned
Minimum Requirements
Knowledge equivalent to that which normally would be acquired by completing a four year college degree program in business administration, human resources or related field; three to five years of related and progressively more responsible or expansive work experience in office processes and administration; experience in a supervisory or training role; experience with the M365 productivity suite or a similar platform, including word processing, spreadsheets, presentations, databases, forms, BI reporting, file management/permissions, team communications and calendaring; or an equivalent combination of education and experience.
Desired Qualifications
- Bachelor’s degree in business administration, human resources, or business-related field
- Experience working in an academic setting
- Knowledge of university policies and academic workforce policies and procedures
- Three to five years of related and progressively more responsible or expansive work experience in office procedures including technology-enhanced busin
