Manager, Faculty Affairs

Manager, Faculty Affairs

The Manager, Faculty Affairs supports faculty recruitment, faculty development initiatives and advancement. This role manages Faculty Affairs policies and procedures and provisions in the Faculty Manual. This job works closely with faculty members, administrators and staff to establish, maintain, and improve all aspects of the faculty life-cycle processes from on-boarding through retirement.

Department Specific Functions

Communications

• Ensures UM and Office of Faculty Affairs (OFA) visual identity is preserved in all communications, including development of templates.
• Collects content, compiles, creates, edits and publishes Faculty Focus.
• Maintains the OFA website.
• Trains and supervises other OFA team members on software and communications tools as needed.
• Regularly compiles, updates, and maintains contact lists and OFA listservs.
• Regular communications with faculty regarding programming and requests.

Programming

• Coordinates annual programming calendar for the OFA
• Obtains requisite guidance from OFA leadership for the annual programming calendar
• Disseminates calendar to the OFA team
• Ensures calendar and all related programming is accurately archived in the OFA's box folder
• Works with the Vice Provost, Associate Provost, and Directors to manage OFA events from idea phase through successful completion
• Creates and disseminate event invitations
• Develops relevant marketing materials
• Tracks RSVPs
• Handles pre-event logistics including run-of-show and follow-up calls
• Event-day management
• Supervises and manages registration, check-in, and online event logistics
• Ensures timely reconciliation of event expenditures
• Ensures OFA leadership has up to date information for all programming events, including briefing on any pending decisions or necessary troubleshooting.
• Researches, monitors, and implements feedback from surveys completed by program attendees to measure the impact and success of the various programs.

Unit Support

• Conducts research and makes recommendations on OFA purchases regarding gifts and giveaways.
• Provides support to OFA leadership in the delivery of the unit's strategic plans by establishing and continuously assessing the effectiveness of the internal controls within the unit.
• Develops working relationships and maintains open lines of communication with university business units and administrators to facilitate faculty affairs operations.
• Maintains OFA Standard operating procedures related to assigned tasks.
• Facilitates office activities, which may include clerical functions, collecting and analyzing data, or ensuring compliance with policies and procedures.
• Prepares briefing materials, draft reports, communications, presentations, and correspondence.
• Creates internal filing systems and files faculty records.
• Receives guests in the Office of Faculty Affairs, responds to telephone call, and manages the OFA email inbox when necessary.
• Responds to inquiries providing general OFA guidance or by assisting with responses to unique situations.

Support of Core Unit Functions

• Receives, tracks, and processes faculty leave requests.
• Oversees the process for courtesy and affiliate appointments.
• Drafts and distributes notifications for workflows that include but are not limited to: special reviews, sabbaticals and other leaves, emeritus, secondary appointment, retirement and other terminations, reappointment, non-reappointment, honorific appointment, courtesy appointment, and affiliate appointment.
• Records academic appointments and other faculty information in Workday.
• Assists with review and approval of Workday payment actions.
• Ensures faculty data accuracy in relevant OFA business processes, including generating and reviewing reports in Workday.
• Manages and oversees faculty position requests and hiring/onboarding for Associated Faculty.
• Completes, maintains, and audits faculty credentialling/degree conferral by requesting transcripts and degree evaluations.
• Manages special requests to faculty Workday profiles such as hire date revisions, changes in faculty status, legal name changes, etc.
• Coordinates faculty offboarding, including retiree access, Emeritus status, and commencement recognition.
• Tracks and executes the business processes necessary for faculty compensation changes.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core Qualifications

• Education: Bachelor's degree in relevant field required
• Experience: Minimum 5 years of relevant experience required
• Certification and Licensing: Refer to department description for applicable certification requirements
• Knowledge, Skills and Abilities:
• Operational Management: Optimizes day-to-day operations and processes for efficiency and effectiveness.
• Organizational Development: Ability to implement strategies to improve organizational effectiveness, engagement, and manage change.
• Financial Oversight: Knowledge of financial operations and management.
• Team Leadership: Ability to create and maintain a cohesive and productive team environment, build positive working relationships and work collaboratively with others.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong verbal and written communication skills to convey ideas clearly and persuasively.

This is a core job profile description and is not reflective of all duties that may be assigned to a specific position in each individual department. The above statements are intended to describe the general nature and primary responsibilities of this core job profile. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job.

The University of Miami is recognized as one of the nation's premier research institutions and academic health systems and is among the largest employers in South Florida.

With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally.

We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status: Full time

Employee Type: Staff