Faculty Affairs Assistant II

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 enrolls over 41,000 students across 19 schools and colleges, including a newly established School of Medicine.

About the role

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

The Faculty Affairs Assistant II supports the annual promotion and tenure (P&T) process, faculty hiring processes, and faculty life cycle transactions. This role coordinates faculty affairs processes and activities in collaboration with senior team members, including P&T preparation, faculty appointment actions, data management and review, and document tracking. The position ensures accuracy, timely completion of actions, and compliance with institutional policies, procedures, and deadlines.

Responsibilities

• Support Promotion & Tenure Processes (40%)
  • 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.
  • Primary responsibility for Post Tenure Review and 3rd Year/Annual Review.
• Assist on Faculty Appointment and Other UGAJobs Actions (40%)
  • Assist with faculty position actions, job postings, and hiring proposals.
  • Process PostDoc actions that flow through OFA in UGAJobs.
  • Assist with appointment renewals and corrections.
  • 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.
  • Monitor official emails for processing and inquiries.
• 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.
  • Process high-level transactions.

Requirements

• High school diploma or equivalent and 2 years of related experience.

Preferred Qualifications

• Knowledge of faculty affairs processes, including promotion and tenure, faculty appointments, post-tenure review, annual review, and related university policies and procedures.
• Skill in reviewing, tracking, and maintaining complex records and documentation with a high degree of accuracy and attention to detail.
• Ability to coordinate multiple projects, deadlines, and workflow activities simultaneously while ensuring timely completion of tasks.
• Skill in data management, reporting, and quality control, including the ability to identify discrepancies and maintain consistency across multiple systems and records.
• Ability to communicate effectively and professionally with faculty, administrators, and campus stakeholders regarding processes, requirements, and deadlines.
• Demonstrated competency in maintaining confidentiality, exercising sound judgment, and ensuring compliance with institutional policies, procedures, and regulatory requirements.

Physical Demands

• Ability to work for extended periods at a desk/computer.
• Ability to move or lift materials weighing up to 25 pounds.

This is a full-time, non-exempt position with benefits eligibility. The position is classified as a Position of Trust and has security access to personnel records.