Faculty Services Administrator, Faculty Progression and Operations

This professional position reports to the Assistant Director of Academic Planning and Faculty Development in the USF College of Public Health Office of Faculty Affairs and Development. This position requires considerable contact with faculty through individual appointments memos email and phone calls. A Faculty Services Administrator must maintain extensive knowledge of university policies and procedures and interpret them for human resources and faculty reporting matters. The incumbent advises and counsels faculty members guiding them through promotion tenure sabbatical leave and evaluation processes. They must be able to interpret faculty needs and provide individualized service. This is administrative work which is directly related to the academic mission of the university requiring the application of discretion and judgment on matters of significance with respect to faculty appointments.

Faculty HR & Appointment Operations

Process personnel actions and appointment changes for continuing faculty including reappointments renewals assignment and status changes through the OFAA HR Teams Group.

Verify personnel actions in Oracle via the USF Workforce Report and resolve payroll errors with the OFAA HR Business Partner and/or COPH Finance Team.

Prepare appointment request forms and offer letters for non-compensated appointments (joint affiliate and collaborative).

Administer faculty payroll certification special pay increases FTE-adjustment and related pay letters and faculty tuition waivers.

Serve as trained backup for new-faculty appointment processing providing coverage and overflow support to the colleges faculty recruitment function during peak hiring cycles.

Faculty Progression Coordination

Administer the logistics of the mid-tenure Progress Toward Promotion and instructor promotion cycles under the Directors direction including timetables candidate guidance materials dossier compilation and status reporting.

Maintain tenure-clock records process extensions and stop-the-clock actions and coordinate the solicitation and receipt of external reviewer letters flagging milestones and issues for the Director.

Provide administrative support to the ranked professorial promotion and tenure process and the comprehensive five-year post-tenure review.

Track and report completion of the annual assignment and evaluation cycles in Archivum archive student course evaluation data each term and serve as custodian of faculty evaluation records.

Faculty Information Systems & Data

Support administration of Archivum and other faculty information systems including workflow monitoring and report generation.

Provide user support and training on faculty tracking systems answering faculty and administrator questions and maintaining working knowledge of the system as a first point of contact.

Maintain and audit faculty data records for accuracy and integrity and curate and process faculty data in support of records and reporting.

Sabbaticals Leaves & Faculty Support

Process sabbaticals and leaves of absence including required forms and payroll/FTE actions and interpret USF policy on sabbaticals and leaves for faculty.

Assist with faculty award preparation and processing

Support tracking of Reports of Outside Activity.

Maintain confidential faculty files in accordance with university policy and provide office and program support to the COPH Office of Faculty Affairs as needed.

Other Duties as Assigned

Perform other duties as assigned in support of the COPH Office of Faculty Affairs and the colleges faculty-affairs operations.

Minimum Qualifications

This position requires a Masters degree in business administration human resources or other related field; or a Bachelors degree in those same fields with a minimum of two years of experience.

Degree Equivalency Clause: Six years of direct experience for a masters degree.

Senate Bill 1310- The Florida Senate ( is conditional upon meeting all employment eligibility requirements in the U.S.

SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelors degree;
(c) Six years of direct experience for a masters degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree

Related work experience may not substitute for any required licensure certification or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.

Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications

Prior experience in faculty affairs or academic human-resources administration.

Working knowledge of promotion and tenure and faculty evaluation processes.

Experience with faculty information and HR systems including Archivum the Health HR Hub and Oracle.

Knowledge Skills & Abilities

Extensive knowledge of university policies and procedures affecting faculty appointments and the ability to interpret them for human-resources and faculty-reporting matters.

Proficiency with faculty information and HR systems and with data management.

Strong service orientation and interpersonal skills in advising and counseling faculty.

Ability to maintain confidentiality and exercise discretion on matters of significance.

Ability to manage concurrent deadline-driven cyclical processes with accuracy and attention to detail.

Working Conditions

Typical indoor office environment; on-site in Tampa (USF Health).

Ability to travel to other USF campuses or locations as requested and to lift up to 20 pounds as needed.