Faculty Affairs Administrator

Job Title: Program Administrator
Reports to: Senior Faculty & Academic Affairs Administrator
Effort: 100%
Department: SoS Office of the Dean
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Position Overview

Administers and implements operational and administrative activities for the SoS Dean’s Office (DO) faculty affairs program.

Principal Duties and Responsibilities**

  • Serves as an expert resource on faculty affairs-related policies and processes to administrators in SoS DLCIs.
  • Administers the SoS faculty promotions and tenure process; manages P&T site membership and access; manages timely upload and distribution of case materials on P&T; collects materials from DLCIs; conducts detailed review of promotion case materials for formatting and content; logs in Science Council promotion review results.
  • Conducts detailed review, editing, and formatting of PowerPoint presentations for the Dean and Associate Deans during the SoS faculty promotion process.
  • Administers faculty housing program; processes faculty housing forms and submits them for Provost approval; notifies DLCIs of approvals.
  • Administers SoS faculty leaves; monitors academic leaves timeline and manages intake by the individual DLCs; reports to the Provost’s office with updated leave information and funding transfers.
  • Designs, develops, and maintains knowledge resources for the SoS faculty affairs program (e.g. documentation, databases, policies, and procedures).
  • Provides documentation and reporting to DLCI stakeholders; manages access to SoS Admin Canvas site; develops methods for collecting feedback and ensures tracking of faculty affairs program metrics.
  • Coordinates faculty HR transaction review, documentation, and approval.
  • Coordinates with DLCIs to collect information on faculty affairs processes and current practices.
  • Organizes faculty lunch programs, including tenure-track faculty lunches and Women in Science faculty lunches.
  • Follows through with logistics of faculty development programming offered by the Dean’s office; works with external vendors.
  • Works closely with Senior Faculty Affairs Administrator on the school faculty search process, including developing online tools to facilitate compliance.
  • Works closely with Senior Faculty Affairs Administrator on the faculty chair appointment process; monitors timelines, generates appointment letters; maintains SAPgui database.
  • Manages the SoS Teaching Prize program; including execution of the program, its timeline, process & budget.
  • Responsible for filing and maintaining of SoS faculty affairs records.
  • Drafts correspondence.
  • Performs other duties as assigned.

Supervision Received

Senior Faculty and Academic Affairs Administrator

Supervision Exercised


Qualifications and Skills

REQUIRED: Bachelor’s degree required; minimum 3 years of administrative, operations, and/or program management experience required; excellent organizational, interpersonal, and verbal and written communication skills; growth mindset and ability to follow through on tasks; ability to juggle a variety of tasks concurrently, meet deadlines without compromising quality, and function independently with minimal supervision; tact, diplomacy, discretion, and good judgment with confidential/sensitive information; and proficiency with Microsoft Office and Adobe PDFs. Seek tech savvy administrator who is ready to take advantage of organizational tools and database systems to streamline and simplify administrative processes.
PREFERRED: MIT experience

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** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.