Faculty Affairs Assistant

About the role

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.

Responsibilities

• 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.
  • Serve as a contact for hiring authorities on progress of searches and hiring processes.

• Support annual review, mid-probationary review, promotion, and tenure processes.

  • Cookordinate 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.
  • Maintain 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.

  • Cookordinate with central Faculty Affairs, Human Resources, Payroll, and the Provost’s Office as needed.
  • Support accreditation, audits, and internal reporting requirements.

• Aid 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.

• Act as liaison between the Associate Dean’s Office and the UGA Faculty Affairs Office, College Associate Deans, Center Directors across campus; CVM Dean’s Office, directors, department heads, faculty, staff and students; industry; government; other institutions; and the public.

  • Organize and prepare program materials related to the development of new college programming including faculty development seminars/activities.
  • Provide support for strategic initiatives (new undergraduate programs, rural health, and legislative outreach) to include scheduling meetings, coordinating with appropriate entities outside of UGA, and development of relevant college communications.

Qualifications

• High school diploma or equivalent and 2 years of related experience.
• Preferred summary: Preferred Qualifications.

Skills

• 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.
• Working knowledge of 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.

Contact Information

To ask questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name: Kara Tiffany
Recruitment Contact Email: kara.tiffany@uga.edu
Recruitment Contact Phone: [Please fill in phone number]