Faculty Affairs Assistant

Position Summary

The Faculty Affairs Assistant provides administrative and operational support for faculty-related processes at the college level.

This role serves as a primary point of contact for faculty appointments, reappointments, promotions, tenure, leaves, evaluations, and compliance with institutional policies.

The position ensures accurate recordkeeping, timely processing of actions, and effective coordination between the unit, central faculty affairs, human resources, and academic leadership.

This position also provides executive-level support to the Senior Associate Dean of Faculty Success and Strategic Initiatives in the College of Veterinary Medicine on a wide range of administrative duties including tracking, prioritizing, and managing the Associate Dean's workflow; acting as liaison between the Associate Dean and other entities on- and off-campus; and anticipating and addressing the needs of the Associate Dean by using independent judgment while working under pressure and maintaining a professional demeanor.

Many responsibilities are of a sensitive, confidential and high-profile nature, which include personnel matters. The scope of this position within the College involves seven diverse academic departments, a Veterinary Teaching Hospital and several Diagnostic Laboratories as well as College-wide overarching Faculty Affairs.

High school diploma or equivalent and 2 years of related experience

• Ability to work both independently and as a member of a team
• Effective professional communication skills, both oral and written
• Customer service oriented, demonstrating initiative to assist others
• Discretion and ability to maintain confidentiality
• Organized and detail oriented in implementing practices and procedures
• Demonstrated ability to learn new platforms and improve skill sets
• Working knowledge of professional office practices and procedures
• Excellent knowledge and experience with Microsoft Office (Word, Excel, PowerPoint)
• Excellent organizational, analytical and time management skills. Ability to use UGA systems such as travel, reimbursement, travel authorizations, UGA P+T submission

Working for long periods at desk/computer; may be required to lift objects weighing up to 25 pounds.

• Coordinate faculty appointments, reappointments, promotions, tenure, and contract renewals in accordance with institutional and unit policies.
• Prepare and submit faculty action forms, appointment letters, and supporting documentation.
• Track faculty rank, status, term dates, and probationary timelines.
• Serve as a resource to faculty and administrators regarding faculty affairs processes and deadlines.
• Provide support for faculty hiring to include tracking progress of hiring in the UGA system.
• Work with college units to coordinate and plan interview schedules, and new faculty onboarding.
• Serve as a contact for hiring authorities on progress of searches and hiring processes.

• Support annual review, mid-probationary review, promotion, and tenure processes.
• Coordinate review schedules, committee materials, dossiers, and secure routing of documents.
• Ensure confidentiality and compliance with faculty governance and institutional policies.

• Serve as point of contact for faculty leave requests research, medical, professional, and other approved leaves).
• Track workload arrangements, FTE changes, and administrative assignments.
• Enter affiliate appointments in OneUSG Connect.
• Maintain accurate documentation related to faculty status changes.

• Maintain faculty records in institutional systems (e.g., faculty databases, HR systems).
• Generate reports related to faculty demographics, appointments, workloads, and reviews.
• Prepare faculty data for AVMA survey.

• Interpret and apply institutional, collegiate, and departmental policies related to faculty affairs.
• Coordinate with central Faculty Affairs, Human Resources, Payroll, and the Provost's Office as needed.
• Support accreditation, audits, and internal reporting requirements.

• Assist in onboarding new faculty members.
• Provide administrative support to faculty committees and shared governance groups, including organizing meetings, preparing materials, and handling related logistics when needed.
• Maintain calendars, deadlines, and communications related to faculty affairs activities.
• Process travel reimbursements and authorizations as well as coordinating travel and travel reservations for Associate Dean's Office
• Maintain calendars, schedule appointments
• Brief the Associate Dean regularly on deadlines; research and gather information to prepare the Associate Dean for each day's activities; stay abreast of all current situations and be prepared to provide insight and recommendations as needed.
• Act as liaison between the Associate Dean's Office…