Faculty Affairs Officer - Friedman School of Nutrition-(17001547)
The Gerald J. and Dorothy R. Friedman School of Nutrition Science and Policy at Tufts University was established in 1981 with the mission of bringing together biomedical, social, political, and behavioral scientists to conduct research, educational, and community-service programs to improve the nutritional health and well-being of populations throughout the world. The mission of the Gerald J. and Dorothy R. Friedman School of Nutrition Science and Policy is to generate trusted science, educate future leaders, and produce real world impact in nutrition science and policy. Faculty at the School include biomedical scientists, economists, nutritionists, epidemiologists, physicians, political scientists and psychologists focusing on a myriad of issues with the common thread of nutrition and its role in understanding and fostering the growth and development of human populations.
OFA OBJECTIVE To foster an environment that encourages the greatest possible professional, research, and leadership development of faculty, pre- and post-doctoral scholars in the Friedman School of Nutrition Science and Policy.
Enable, consolidate, and nurture the professional development of faculty members and postdoctoral fellows through annual evaluation and other development opportunities.
Manage recruitment, appointment, promotion, and retention of a culturally and ethnically diverse faculty.
Develop and promote policies and procedures for faculty governance and development.
Organize, execute, and support the work of faculty committees.
Establish and mobilize retreats, workshops, seminars, orientation sessions and other efforts to improve the teaching and research environment.
Promote development of research opportunities and collaborations.
The Faculty Affairs Officer is responsible for providing leadership and oversight for Faculty Affairs in four areas: Faculty Lifecycle Management, Faculty Development, Strategic Plan Implementation, and Administrative & Governance Support.
FACULTY LIFECYCLE MANAGEMENT
Serves as resource for faculty and all faculty related issues.
Manage the School's process for recruitment, appointments and promotions for tenured, tenure-track, associated, and research faculty as well as post-doctoral scholars. Monitor appointment renewals and track tenure status. Ensure that timely decisions are made. Specifically:
Assist and Academic Dean for Faculty (ADF) with faculty searches, appointments, and review processes.
Oversee process of faculty renewals and appointments of associated, professional, tenure-track, and tenured faculty.
Ensure search applicants are properly tracked and dispositioned within a timely manner after status is determined by committee.
Prepare and schedule meetings for the Faculty Search Committees to be held at least twice/month or as necessary; organize logistics and communicate with Chairs; provide reports on faculty search applications and follow up on recruitments/hiring.
Maintain communication with other Tufts Schools and units on appointment status of joint and secondary appointments.
Provide operational and administrative support to search committee chairs: create and post job requisitions; work with candidates and hiring managers to schedule and coordinate interviews; correspond with candidates regarding recruitment status; arrange travel and accommodation for visiting candidates; update candidate records and job postings in recruiting system and confirm new hires; coordinate the committees' post-interview debrief meetings and provide debrief materials; coordinate other recruiting activities and projects as needed.
Supervise any temporary staff hired to help coordinate faculty appointment search logistics and execution.
Manage the faculty contract process: tracking contract status, working with deans to issue appropriate letters and contracts to ensure that all faculty have active and current contracts. Work with ADF to set forth appropriate rank, administrative title, terms and compensation. Specifically:
Assist Dean and ADF with faculty appointments and review processes.
Process necessary paperwork, including personnel action forms (PAFs), for new and renewed adjunct faculty appointments, or for terminating appointments; ensure follow-through and complete processing.
Responsible for having a detailed and comprehensive understanding of policies and procedures, communicating the same and handling faculty inquiries. Work with the senior administration to modify and revise the policies and procedures as is periodically necessary.
Manage and maintain a comprehensive faculty database ensuring that it is kept up to date with the necessary faculty data.
Create reports on faculty data as needed, and devise reports and analyses that are clear, credible and helpful to senior school and university leadership.
Provide faculty consultation and guidance regarding faculty mentoring, development, and performance evaluation processes, guidelines, and criteria. Serve as primary liaison regarding faculty matters and communicate regular updates as necessary. Specifically:
Oversee process of faculty mentoring and evaluation of associated, professional, tenure-track, tenured, and research faculty as well as post-doctoral scholars.
Manage process for annual faculty reviews; collect and collate annual faculty review forms (FRFs) or other evaluation material; prepare aggregated data report, and submit to ADF for review.
STRATEGIC PLAN IMPLEMENTATION
Organize conferences, workshops, orientation sessions, and faculty discussions.
Support preparation of MOU, letters of commitment and agreements with outside agencies.
Work collaboratively with other academic and administrative units within Tufts to establish best practices in promoting research development.
GOVERNANCE COMMITTEES, GENERAL ADMINISTRATIVE AND OTHER
Responsible for coordinating the schedule of standing and ad hoc governance and other committee meetings. Specifically:
Committee on Committees: Schedule meetings (monthly and ad hoc as needed); prepare and distribute agenda and supporting memos/documents in coordination with deans and faculty; take notes; record decisions and follow up to ensure implementation; prepare and administer biannual faculty elections for standing committees by requesting self-nominations, preparing ballot in collaboration with committee, announcing election on set date and collating ballots with committee based on set rules and announcing newly elected members to the School community.
Appointments, Tenure and Promotions Committee: Prepare and distribute agenda, minutes, and supporting materials for monthly committee meetings; take notes and follow up on committee decisions; prepare/compile faculty dossiers for tenure and promotions and distribute to committee and ad hoc committees; assist with the organization of ad hoc committees by sending invitations to serve on committees; send requests for reference letters for review on behalf of candidates; organize Ad hoc review meetings; prepare packages for Provost's Office which includes ad hoc committee report, applicant's dossier, recommendation from ATP's Chair, Academic Dean for Faculty and Deans for all full time appointments and promotions recommendations.
Grievance Committee: Coordinate orientation with university counsel at start of terms; schedule meetings as needed.
Finance and Fundraising Committee: Provide administrative assistance to committee when required.
Leads and oversees administrative Faculty Affairs functions. Specifically:
Administrative Support: support ADF and Postdoctoral Officer with correspondence, projects, reporting and additional tasks as needed, manage routine business in the absence of the ADF (when on travel).
Calendar management: maintain the ADF's electronic calendar, workshop and meeting arrangements and planning; triage faculty requests for meetings, schedule appointments.
Prepare and distribute agenda, minutes and supporting materials for monthly OFA meetings; take notes and follow up on decisions and proposed actions.
Schedule regular meetings with Standing Committees Chairs; prepare agendas and supporting documents for distribution; take minutes and follow up on decisions taken with committees, Deans and faculty.
Regular Faculty Meetings: prepare and distribute agenda, minutes, and supporting memo documents in coordination with deans and faculty; schedule meeting dates; record decisions made and follow up to ensure implementation.
Facilitate close working relationship with the Office of Provost and the OFA by attending Faculty Affairs Working Group (FAWG) meetings and following up on new and revised University policies and processes for implementation; compiling all documents for submitting to Provost's office on recommendations for new appointments, promotions and tenure cases for the Trustee Academic Affairs Committee.
Liaises on designated budgetary and operational matters. Specifically:
Manage/oversee funds from the Office of Faculty Affairs accounts by tracking funds and ensuring reimbursements and payments are processed properly; inform ADF of fund balance periodically.
Knowledge and skills as typically acquired through completion of bachelor's degree or equivalent.
5+ years of related professional experience; fewer years' experience acceptable in combination with an advanced degree.
Demonstrated project and program management skills.
Superior interpersonal and communications skills (both written and oral).
Proficient with MS Office applications and database applications.
Detail oriented with excellent organizational skills.
Ability to work with confidential information and data.
Experience working in higher education, especially related to faculty affairs.
An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.