Title: Faculty Status Support Specialist Department: Provost's Office Staff/Full-Time Job IRC#26638
The Faculty Status Support Specialist serves as the main liaison for managing faculty status matters such as rank and tenure, sabbatical requests, faculty grievances, faculty research grants, orientation, professorships awards, etc. Ensures proper tracking of all matters, streamlining processes as needed and independently resolves concerns that arise. Provides administrative support to University Senate. Provides support for Fall Convocation. Works with the Associate Provost to organize and manage the annual New Faculty Orientation. Manages Appointment, Reappointment, Rank and Tenure (ARRT) and ARRT Faculty Appeals Duties. Manages and coordinates all aspects of the University Professorship awards. Serves as author or editor of select Academic Affairs reports. Represents the Provost's Office professionally at meetings and events. Maintains strict confidentiality and uses tact/diplomacy on a regular basis. Reports to and works under the general supervision of the Assistant Vice President for Academic Administration. Receives direction from other Provost Office administrators as needed. Supervision of student employees as assigned. May provide direction to Provost office staff members.
Duties and Responsibilities:
Provides administrative support to the University Senate Serves as the liaison for the University Senate and works with the senate chair to schedule the annual meetings. Secures venues and ensures agendas are set and ready prior to the scheduled meetings. Attends University Senate meetings (14 meetings per academic year) and completes minutes in a short timeframe. Manages the distribution of agenda materials to Senators. Updates the University Senate web pages to include minutes, meeting dates/location, Senate membership, standing and ad hoc committee membership, etc. Archives University Senate meeting materials.
Manages Appointment, Reappointment, Rank and Tenure (ARRT) and ARRT Faculty Appeals Duties Requests ARRT committee minutes, recommendations, faculty ARRT binders from each ARRT committee chair of College/Schools of faculty under review for reappointment, tenure and/or promotion. Ensures that all areas submissions are complete and that all faculty up for review are accounted for. Liaises with the college and schools to ensure proper tracking. (Review periods: November and April for notification by December 15 and May 31) Oversees the compliance with AAUP guidelines and USD Appointment, Reappointment, Rank and Tenure Policy (ARRT). Failure to follow AAUP guidelines and/or ARRT policy can result in reappointment of a poor quality faculty and/or a law suit. Reviews ARRT binders for reappointment/non-reappointment, tenure/non-tenure, promotion/non-promotion, and other special committee notations for special review by provost and president. Prepares draft memo from provost to president documenting all faculty under review. Prepares president's letters to faculty for reappointment/non-reappointment, tenure/non-tenure, promotion/non-promotion to comply with AAUP notification deadlines (deadline dates determined by years of service). Gathers provost's recommendation memo, letters for president's signature, and ARRT binders for the president's review and signature. Receives signed ARRT letters from President's Office and distributes letters to faculty and deans prior to designated AAUP deadline dates. Receives ARRT appeal(s) from faculty under review and performs the following functions: Prepares appeal documents for review by provost and general counsel. Conducts the selection of the ARRT Appeals Committee(s) from the ARRT Appeals Panel members and prepares letters of appointment to ARRT Appeals Committee. When ARRT Appeals Committee(s) is finalized, schedules first meeting of committee. Prepares ARRT appeal documents for ARRT Appeals Committee review and assists Committee for additional documentation and/or consultation with Provost and general counsel. Prepares president's final letter to faculty appellant when committee has presented its recommendation.
Organizes and manages the Annual New Faculty Orientation sessions Prepares New Faculty Orientation materials in collaboration with the Associate Provost. Obtains new full-time faculty names from Assistant VP of Academic Administration and contacts new faculty with New Faculty Orientation event information. Maintains and updates the New Faculty Orientation website. Schedules NFO task force meetings with associate provost to discuss evaluation feedback and plan for upcoming orientation sessions. Organizes and manages the August orientation sessions and the on-going orientation sessions with associate provost and task force members. Manages all aspects of the August orientation sessions and the on-going orientation sessions. Prepares and publishes the New Faculty Directory. Obtains from new faculty: research interests, USD contact information and photos for the directory that is distributed to the campus in September.
Manages and coordinates all aspects of the University Professorship awards, which includes: Coordination with deans/ deans' assistants for annual nominations Managing and tracking of the University Professorship Oversight Committee membership Scheduling annual committee meetings Collecting and distributing nomination materials to the University Professorship Oversight Committee Preparation of awards letters and memo for president's approval
Manages Sabbatical Request Process Coordinates collection of sabbatical requests from college/schools. Ensures that all areas submissions are complete and include budgetary requests. Liaises with the college and schools to ensure proper tracking. Prepares list of requests with deans recommendations and requested budget for review by provost and assistant vice president Prepares sabbatical letters for president's signature Ensures reports from prior year sabbaticals are received for review and cataloguing
Tracking and recording of other processes Faculty Grievances: Requests names of elected panel members from deans and compiles list of members Faculty research grants: Collects, tracks and records faculty research grant reports submitted to Provost's office by faculty Prepares Critical Dates calendar for distribution to college/schools Assists with other faculty status matters as assigned
Bachelor's degree and at least five years of executive-level office experience; or any equivalent combination of education and executive-level office experience substituting for the required education on a year-for-year basis. Computer literate in Microsoft Office Suite (Word, Excel, PowerPoint). Thorough knowledge of office administration. Fast, accurate typing. Good working knowledge of office machines: computer, printer, fax, scanner, copier.
Performance Expectations: Knowledge, Skills and Abilities:
Sensitivity to personalities/needs/ attitudes of faculty, administrators, students and off campus persons. Excellent organization skills. Detail oriented. Excellent oral and written skills to communicate in an effective and appropriate manner. Considerable knowledge of office procedures and methods. Demonstrated problem solving and analytical skills. Ability to manage multiply projects with changing priorities. Ability to work under pressure. Ability to work cooperatively with co-workers, supervisors, faculty, students, and other constituencies. Ability to maintain confidentiality; handle confidential information with tact and discretion. Knowledge of Family Educational Rights & Privacy Act (FERPA) Knowledge of University policies, procedures, functions, reporting structures for both academic and non-academic Knowledge of how Provost's Office relates to each academic and non-academic University office. Resolve problems and exercise independent judgment when making decisions. Excellent public relations skills. Knowledge of legal action related to immigration, contracts, and employment issues.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Salary: Commensurate with experience; Excellent Benefits.
The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
Hours: 40 hours per week
Closing date: February 18, 2018
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visitwww.sandiego.edu/smokefree.
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The University of San Diego is committed to academic excellence, Catholic intellectual and social traditions, and providing a top-notch liberal arts education for scholars of all faiths. USD is located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean. The campus is renowned for its beauty, and features Spanish Renaissance-inspired architecture.