Description
POSITION OBJECTIVE
The Manager Faculty Governance and Appointments, Promotion, and Tenure (APT) for the School of Medicine will oversee faculty appointments, reappointments, promotions, and tenure reviews, acting as an advisor to chairs, faculty, and administrators on the technical aspects of these processes. As the department's liaison with the School of Medicine's Faculty Council, the manager will collaborate closely with the Nominations and Elections Committee, assisting with the scheduling and outcomes of elections The manager is expected to work with a high level of independence and possess a comprehensive understanding of the various research and academic areas within the school of medicine to provide counsel for the career development of faculty members. Serving as the APT point of contact, the manager will handle both confidential and non-confidential inquiries from faculty, department chairs, and administrators, addressing sensitive issues and coordinating follow-up with appropriate offices as needed. The manager will maintain familiarity with the faculty handbook and the school faculty bylaws regarding personnel actions to effectively address inquiries and provide guidance. The manager will coordinate candidate reviews with faculty committee members and department chairs, requiring the ability to understand all basic science, general medical science, and clinical departments within the school of medicine to accurately translate and communicate the faculty candidate's expertise, accomplishments, and work in both verbal and written form. The manager will organize the Committee on Appointments, Promotion, and Tenure (CAPT) reviews, including reviewing submissions, and preparing compelling appeal justifications for provost review.
ESSENTIAL FUNCTIONS
Senior-Level Faculty Reviews: Oversee the review process for senior-level faculty candidates seeking appointment, promotion, and tenure. Maintain a thorough understanding of basic science, general medical science, and clinical research departments within the school of medicine to effectively translate the candidate's work to CAPT members. Identify and assign faculty reviewers based on the candidate's related scientific background, collaborating with the candidate's department chair to ensure their presence at the committee review. Evaluate submissions and interpret the candidate's work and background to write, edit, and update activity reviews for CAPT review and provost review and approval. Ensure that activity reviews accurately reflect the candidates¿ career ambitions, personal attributes, strengths, work ethic, academic, clinical, and/or research achievements. Present a compelling justification and strong recommendation for approval of appointment or reappointment on behalf of the school of medicine. Craft written justifications that effectively convey the candidate's expertise and exceptional work, along with the school's support for the candidate. For non-granted appointments, prepare detailed written appeals for candidates. Coordinate with department chairs, administrators, and CAPT reviewers to finalize appeals for the provost's review. (20%)
Faculty Appointments: Oversee appointments, promotions, and tenure reviews for the School of Medicine faculty. Maintain knowledge of basic science, general medical science, and clinical research departments to review submissions and provide technical feedback to chairs, faculty, and administrators, highlighting the research, academic accomplishments, and ongoing objectives of faculty candidates for CAPT review. Guide administrators, faculty, and chairs on faculty nomination, review eligibility, and other requirements. Offer advice on crafting effective nomination letters and preparing necessary materials for qualified candidates to secure committee approval for appointment and/or tenure. Utilize expert knowledge of appointment eligibility and processes, an understanding of the sciences and academic roles, and advanced writing skills to develop compelling appointment packages for SOM faculty candidates. Interpret appointment requirements alongside school of medicine and university faculty policies and procedures. (15%)
CAPT Meeting Coordination: Organize CAPT meetings for faculty reviewers, ensuring adherence to school and university faculty policies, procedures, qualifications, and standards. Lead the creation and implementation of the committee's weekly and annual agenda, setting deadlines based on faculty affairs and provost office deadlines. Notify the committee chair of any deviations from deadlines and provide recommendations to stay on schedule. Work closely with the committee chair and director of faculty affairs, relaying information as needed. (20%)
GMS CAPT Meeting Coordination: Gather faculty appointment, promotion, and tenure materials, including pre-tenure and CV reviews, and distribute to GMS CAPT members prior to the monthly meetings. Schedule and organize GMS CAPT meetings for faculty reviewers, ensuring compliance with school and university faculty policies, procedures, qualifications, and standards. Lead the development and implementation of the committee's annual agenda, establishing deadlines based on faculty affairs and provost office timelines. Write meeting minutes, pre-tenure and negative review letters, and send approved written materials to the appropriate center director and administrator. Work closely with the committee chair. (10%)
Faculty Governance: Collaborate with the School of Medicine's Nomination and Elections Committee to support the annual election cycle for the Faculty Council, including the steering committee, departmental elected representatives, and standing committees. Design and oversee all aspects of the voting mechanism used for election. At the conclusion of the voting cycle, tally the votes and report the results to the chair of the Nomination and Elections Committee, updating the rosters accordingly. Contact each newly elected faculty member and coordinate the announcement to the entire School of Medicine faculty. (10%)
Basic Science Department 5- and 10-year reviews: Maintain a calendar and track deadlines for required reviews. Send review procedures to department chairs in a timely manner, clearly highlighting deadlines. Periodically review procedures with director to ensure accuracy and currency. Collaborate with the dean's office and departments to invite external faculty to serve as external reviewers and organize the external visit for the 10-year review. (10%)
NONESSENTIAL FUNCTIONS
Faculty Council: Act as a backup for the department assistant, working alongside the assistant dean to provide administrative support for faculty council meetings. Collaborate with the assistant dean to create meeting agendas, take meeting minutes, and maintain reports as required. (5%)
Compliance: Conduct audits to ensure adherence to school and university faculty policies and practices. Maintain comprehensive and detailed knowledge of the bylaws and faculty handbook. Work closely with the director, academic department chairs, faculty, and administration to ensure faculty compliance with school and university policies and procedures. Engage in confidential communications with faculty and department chairs regarding all aspects of faculty-related academic policies, including grievances, leaves of absence, tenure status, pre-tenure extensions, and more. (5%)
Advise Faculty Development on training programs and workshops on faculty lifecycle policies, best practices and procedures. (2%)
Work with faculty affairs office staff to cross-train on appropriate faculty and faculty governance record-keeping, and office website updates. (2%)
Perform other duties as assigned. (1%)
CONTACTS
Department: Daily contact with director of faculty affairs. Frequent contact with office of faculty affairs, office of faculty development and other SOM departments as needed.
Internal: Regular contact with provost's office and general counsel's office. Regular, as needed, contact with chairs, administrators, and faculty within the school of medicine. As needed contact with administrative offices within the school and university.
External: Regular, as needed, contact with administrators from other healthcare and academic institutions.
Students: Minimal contact with students.
SUPERVISORY RESPONSIBILITY
This position has no supervisory responsibility
QUALIFICATIONS
Experience: 5 years administrative work experience required; experience in a university or non-profit setting preferred.
Education: Bachelor's degree required.
REQUIRED SKILLS
Professional and effective oral and written communication skills. Must demonstrate the ability to effectively relay information to others in oral and written form.
Strong interpersonal skills required. Ability to work collaboratively and effectively with faculty members, administrators, and colleagues at all levels across multiple institutions, and with individuals outside the university. Ability to build and foster trusting work relationships with others.
Must be well organized, efficient, dependable, able to function independently without supervision, and a self-starter; demonstrates sound independent judgment, creativity, insight, accountability, and maturity. Demonstrates ability to handle multiple tasks simultaneously, prioritize tasks, and meet deadlines. Demonstrates attention to detail and accuracy, time management skills, and follow-through.
Ability to define problems, collect and analyze data, establish facts, and draw valid conclusions to solve problems and plan initiatives.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
Create useful, succinct and informative written communications and make presentations.
Effectively educate stakeholders on matters within own professional expertise, once this is attained.
Work collaboratively, dynamically, and flexibly within an energetic team that shares responsibility for multiple matters related to faculty and staff at the school of medicine.
Commitment to continued professional development and ongoing process improvement.
Ability to work with sensitive information and maintain confidentiality.
Ability to ask questions, raise concerns, and elevate issues as needed.
Strong computer and technology skills, including familiarity and intermediate (or higher) working knowledge of Microsoft office (Word, Excel, PowerPoint), Adobe PDF, Google Suite, and Zoom or other similar videoconferencing platforms. Willingness to familiarize with newer platforms as used in future by the university.
WORKING CONDITIONS
General office environment requiring use of computer. This position requires the individual to meet deadlines; some overtime may be required.
Requirements
QUALIFICATIONS
Experience: 5 years administrative work experience required; experience in a university or non-profit setting preferred.
Education: Bachelor's degree required.
