What we want

The Director for the Vashisht College of Medicine Office for Faculty Affairs, reporting to the Senior Associate Dean for Faculty Affairs and Professional Development, coordinates and supervises faculty affairs staff to manage, comply with, and ensure efficient day-to-day, weekly, monthly, and year-over-year faculty affairs activities for the College of Medicine.  This includes, but is not limited to, faculty recruitment, faculty hiring, faculty onboarding, faculty annual reviews, faculty mid-term reviews, faculty promotion and tenure, faculty professional development workshops, shared governance committees, emeritus faculty, endowed faculty/ chair reporting, faculty retirement, faculty awards/recognition, retention initiatives, faculty wellness initiatives, and management of adjunct affiliate faculty appointments with our clinical partners at our regional campuses (e.g., Dallas, Houston, Austin-area).  Provides timely and accurate information, maintains detailed records, and ensure updated websites to College- and University-wide initiatives supporting education, research, clinical affairs, and other mission-critical needs.

What you need to know

Responsibilities

Affiliated Faculty Support

• Supports and manages the administration of adjunct affiliate clinical faculty (approximately 2,500 physicians).

• Oversees the administration of appointments, evaluations, reappointments, credentialing, promotions, and general support for affiliate clinical faculty and regional campus units that support affiliate faculty.

• Ensures maintenance and updating of the Affiliate Faculty Portal (software and database) for the College of Medicine.

Faculty Recruitment, Hiring, Onboarding, Annual Reappointments, and Retirement.

• Supports and manages the administration of complex processes to recruit, hire, and onboard faculty for the College of Medicine.

• Collaborates with all College Departments, College Business Office, College Dean’s Office, Office of the Provost, Human Resources, and other offices/units to support the efficient hiring of faculty.  

• Prepares annual faculty reappointment letters, joint appointments, adjunct appointments, and other processes for maintaining records of faculty effort, workload, rank, title, personnel actions, etc.

Faculty Evaluations, Annual Reviews, Mid-Term Reviews, Promotion and Tenure Review, and Post-Tenure Reviews, Endowed position reviews, and Awards/Recognition

• Supports and manages the administration of faculty evaluations, including annual reviews, mid-term reviews, promotion and tenure reviews, post-tenure reviews, endowed professor/chair reviews, emeritus approvals and faculty awards/recognition. 

• Ensures careful pre-planning, detailed communications of timelines, and close collaboration with faculty, Departments, Dean’s Office, Provost’s Office, and other University offices/units. 

• Continuously monitors and reviews all policies and procedures to ensure compliance with changes/updates and that all deadlines are met.

• Provides advice and support on processes and procedures, updates templates as needed, and anticipates future needs (e.g., coverage for staff going on vacation).

Administration

• Supports and manages the staff of the Faculty Affairs office, leads by example, establishes clear performance expectations, holds regular one-on-one meetings with staff, holds staff accountable for assigned responsibilities, and has an excellent working knowledge of all office functions.  

• Continuously monitors all office records, files, communications, and pending deadlines to ensure efficient and timely actions. 

• Works collaboratively with the Senior Associate Dean for Faculty Affairs and Professional Development and the Assistant Dean for Professional Development to improve existing and/or develop new faculty development seminars and workshops, faculty wellness initiatives, and faculty retention programs.

• Manages the office budget and ensures fiscal responsibility.

• Serves on various University, division, and departmental committees and represents the department at various State and National associations. This includes the College Awards Committee or any representation on behalf of the College of Medicine.

Other Duties

• Performs other duties as assigned which includes identifying areas for improvement, troubleshooting, and making recommendations to implement process improvements in the Office of Faculty Affairs. 

Required Education and Experience

• Bachelor's Degree or an equivalent combination of education and experience

• Ten (10) years of complex administrative experience, including experience supervising other staff.

Preferred Qualifications

• Master’s degree plus at least Ten (10) years of complex administrative experience, including experience supervising other staff.

• Higher education and or experience in Faculty Affairs.

• Knowledge of word processing and spreadsheet applications.

• Verbal and written communication skills.

Knowledge, Skills, and Abilities

• Excellent working knowledge of Microsoft Office software (Word, Excel, Teams, Outlook) and database management, including examples of using these tools to manage a complex office/team.

• Ability to effectively communicate, both in person and in writing (including emails)

• Ability to positively and professionally interact with office staff, faculty, Department Heads and others across the College and University

• Excellent ability to compile and data (clear, concise, effective)

• Strong interpersonal and organizational skills

• Working knowledge of Office software and database management

• Skilled in listening to others and distilling concerns/needs into actionable items and solutions

• Ability to comprehend and understand information and use inductive and deductive reasoning

• Ability to multitask, anticipate needs/issues, and work cooperatively with others to solve problems