Faculty Affairs Assistant I

The University of Georgia, chartered in 1785, is the birthplace of public higher education in America and the state’s flagship university. Located in Athens, approximately 65 miles northeast of Atlanta, UGA is ranked among the top 20 public universities in U.S. News & World Report. The university employs approximately 3,100 faculty and over 7,700 full-time staff, with an enrollment exceeding 41,000 students across 19 schools and colleges.

This is a limited-term position within the Office of Faculty Affairs, ending after the ERP implementation, expected between July and December 2028. Continuation beyond this period is contingent upon available funding and operational needs. The successful applicant will receive at least 90 days' notice prior to the position's end.

About the Role

The Faculty Affairs Assistant I supports the annual promotion & tenure (P&T) process, faculty hiring, and faculty life cycle transactions within the Office of Faculty Affairs. This entry-level role coordinates with senior team members on P&T preparation, routine faculty appointment actions, data entry, and document tracking, ensuring compliance with institutional policies and timelines.

Responsibilities

• Support Promotion & Tenure Processes (35%)
  • Maintain the annual P&T calendar, URC Committee scheduling, and send deadline reminders to academic units.
  • Perform initial quality control reviews for completeness before senior staff review.
  • Track URC committee membership and meeting materials.
  • Prepare standardized reports on P&T progress and submission metrics.
  • Prepare agendas and meeting materials.
• Assist on Faculty Appointment and Other UGAJobs Actions (35%)
  • Assist with faculty position actions, job postings, and hiring proposals.
  • Process PostDoc actions that flow through OFA in UGAJobs.
  • Assist with appointment renewals and routine changes.
  • Process incoming appointment documents and communications with campus stakeholders and incoming faculty.
  • Maintain records and ensure compliance with UGA and USG policies.
  • Maintain appointment tracking spreadsheets and dashboards.
• Administrative and Compliance Duties (20%)
  • Data entry and maintenance in faculty appointment systems of record (OneUSG Connect, Content, etc.).
  • Maintain accurate faculty records and documentation.
  • Prepare standard correspondence and data for faculty affairs staff and leadership.
  • Ensure consistency with institutional policies.
  • Verify data consistency between faculty records and institutional systems.
  • Assist with periodic data audits and annual data collection requests.
• Special Projects (10%)
  • Assist with special projects such as internal and external training materials, policy and procedure updates, and process improvements.

Requirements

• High school diploma or equivalent.

Preferred Qualifications

• Strong organizational skills, attention to detail, and ability to manage multiple deadlines.
• Excellent written and verbal communication skills.
• Proficiency with office software (MS Office); experience with applicant tracking systems, HRIS, or database tools.
• Discretion and ability to handle confidential information.
• Familiarity with faculty academic ranks, P&T processes, and higher education terminology.
• Ability to work collaboratively with a team and diverse stakeholders.

Schedule

Full-time, Monday through Friday, 8:00 AM to 5:00 PM.

Position Details

• Classification: Faculty Affairs Assistant I
• FLSA Status: Non-Exempt
• FTE: 1.00
• Position of Trust: Yes
• Security Access: Yes (e.g., personnel records)