Sr Academic Personnel Specialist

POSITION SUMMARY: 

Under the general direction of the Vice Provost for Faculty Affairs or designee, the Senior Academic Personnel Specialist provides high-level and diverse program support and coordination on multiple programs within the Office of Faculty Affairs. The Senior Academic Personnel Specialist will assist the Vice Provost or Committee Chairs in leading and documenting program activities and may take the lead on sub-components.  The Senior Academic Personnel Special will develop and implement administrative efficiencies and cost savings while adhering to UMMS’s policies and guidelines.

This position's main duties will surround the day-to-day needs of assigned programs.  There will be a significant amount of data collection, entry and analysis responsibilities as it relates to assigned programs and is responsible for reporting findings to senior management. This level will also support the faculty life cycle processes to include tracking and maintaining deadlines, drafting appropriate pieces of communications, and engaging with key personnel to ensure timely submissions. This position will assist with the development of new administrative processes and institutional guidelines, drafting program schedules and communications for approval. This position may supervise junior and/or volunteer staff.

ESSENTIAL FUNCTIONS:

• Assist the Vice Provost or designee in the development and delivery of current and new programs related to the professional development and life cycle of the UMass Chan faculty member
• Represent the Office of Faculty Affairs as key resource for information and guidance sought by staff/faculty within the University
• Prepare materials for program or committee meetings, trainings, seminars, and conferences
• Collaborate with Committee Chairs as administrative officer in the governance of the UMass Chan campus, to include Governing bodies, Standing Committees, and other University Governance functions
• Prepare written official communications on behalf of the Vice Provost/Dean/Chancellor
• Responsible for the data collection, accuracy of data entry and maintenance of all faculty new hire, promotion, termination, and communications retained within the University’s PeopleSoft database, Interfolio and other permanent archive applications
• Participate in the formulation of program design, work plans, coordination, and budget development
• Collaborate with senior program faculty/staff in the development and coordination of all program related data collection methods (e.g. modes of program registrations, surveys, etc.) to meet program and regulatory body requirements
• Design program specific data collection tools for leadership and team review; present instrument and prepare follow-up modifications to instrument for deployment; Deploy and monitor data collection tools
• Draft program materials in collaboration with senior program members or committee Chairs including agendas, meeting decisions, changes, deliverables, progress reports, schedules, cost tracking, or other pertinent reports
• Manage the specific details of the day-to-day activities within the program (e.g., overseeing & coordinating catering, A/V, space planning, facilities management, and other items as necessary)
• Facilitate communications of faculty status, issues, and related information to Department Chair/Chief/Director/Administrator as appropriate
• Prepare ongoing summary reports from various databases and collaborate with senior faculty/staff on data presentation and interpretation
• Disseminate summary reports monthly to departments, committees, faculty etc. as required
• Translate verbally and in writing both Governance Document and Academic Personnel Policies to all internal and external stakeholders
• Primary interface regarding academic appointments, promotion and tenure and independently offers educational session for new and existing personnel
• Manage adjunct, visiting, joint and secondary appointments, status changes, transfers of departments and movement on/off nontenure-tenure track
• Oversees Periodic Multiyear Reviews (PMY). Processes all faculty Mini-Tenure Reviews.  Processes the Annual Performance Reviews (APR) for all faculty
• Consistently monitor reporting deadlines for various internal/external funding resources
• Trains faculty committee members regarding overall expectations and policies and procedures regarding appointment promotion and tenure policies and procedures
• Provide direction and mentoring to junior staff, student interns, and temporary support staff as necessary
• Perform other duties as requested.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in public health, healthcare administration, business administration, education or related field;
  or equivalent experience
• 5-7 years of work-related experience in academic/faculty administration
• Excellent oral and written interpersonal communications skills and the ability to work in groups
• Ability to interact with and represent OFA both internally and externally, particularly with Sr Academic Administration, including Chancellor, Provost and Department/Division Chairs
• Demonstrated ability to work appropriately with confidential information
• Ability to work in/lead a team and meet performance deadlines in a dynamic environment
• Strong computer application skills particularly with databases, PeopleSoft applications, familiarity with related Query reporting. Strong knowledge of Microsoft Office tools including MS Excel and MS Word.

PREFERRED QUALIFICATIONS:

• Prior experience working in administration for an academic institution, specifically faculty administration
• Demonstrated experience working with spreadsheet and databased programs; working knowledge of data reporting