Faculty Affairs Assistant

EEO Policy Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb).

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.

Minimum Qualifications

High school diploma or equivalent and 2 years of related experience

Knowledge, Skills, Abilities and Competencies

• 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

Physical Demands

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

Is driving a responsibility of this position?

No

Is this a Position of Trust?

Yes

Does this position have operation, access, or control of financial resources?

No

Does this position have a P-Card?

No

Is having a P-Card an essential function of this position?

No

Does this position have direct interaction or care of children under the age of 18 or direct patient care?

No

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications):

Yes

Faculty Appointments & Lifecycle Support

• 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.

Promotion & Tenure / Review 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.

Leaves, Workload, and Status Changes

• 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.

Data Management & Reporting

• 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.

Policy Compliance & Coordination

• Interpret and apply institutional, collegiate, and departmental policies related to faculty affairs.
• Coordinate with…