Faculty Services Administrator, Faculty Progression and Operations

This professional position reports to the Assistant Director of Academic Planning and Faculty Development in the USF College of Public Health Office of Faculty Affairs and Development. The role requires considerable contact with faculty through individual appointments, memos, email, and phone calls, and involves maintaining extensive knowledge of university policies and procedures to interpret them for human resources and faculty reporting matters.

About the role

The Faculty Services Administrator advises and counsels faculty members, guiding them through promotion, tenure, sabbatical, leave, and evaluation processes. This administrative work is directly related to the academic mission of the university, requiring discretion and judgment on matters of significance with respect to faculty appointments.

Responsibilities

• Faculty HR & Appointment Operations
  • Process personnel actions and appointment changes for continuing faculty, including reappointments, renewals, assignment, and status changes through the OFAA HR Teams Group.
  • Verify personnel actions in Oracle via the USF Workforce Report and resolve payroll errors with the OFAA HR Business Partner and/or COPH Finance Team.
  • Prepare appointment request forms and offer letters for non-compensated appointments (joint, affiliate, and collaborative).
  • Administer faculty payroll certification, special pay increases, FTE-adjustment and related pay letters, and faculty tuition waivers.
  • Serve as trained backup for new-faculty appointment processing, providing coverage and overflow support during peak hiring cycles.
• Faculty Progression Coordination
  • Administer the logistics of mid-tenure, Progress Toward Promotion, and instructor promotion cycles, including timetables, candidate guidance materials, dossier compilation, and status reporting.
  • Maintain tenure-clock records, process extensions and stop-the-clock actions, and coordinate the solicitation and receipt of external reviewer letters.
  • Provide administrative support to the ranked professorial promotion and tenure process and the comprehensive five-year post-tenure review.
  • Track and report completion of the annual assignment and evaluation cycles in Archivum, archive student course evaluation data each term, and serve as custodian of faculty evaluation records.
• Faculty Information Systems & Data Support
  • Administer Archivum and other faculty information systems, including workflow monitoring and report generation.
  • Provide user support and training on faculty tracking systems, answering faculty and administrator questions.
  • Maintain and audit faculty data records for accuracy and integrity, and curate and process faculty data in support of records and reporting.
• Sabbaticals, Leaves & Faculty Support
  • Process sabbaticals and leaves of absence, including required forms and payroll/FTE actions, and interpret USF policy for faculty.
  • Assist with faculty award preparation and processing.
  • Support tracking of Reports of Outside Activity.
  • Maintain confidential faculty files in accordance with university policy.
  • Provide office and program support to the COPH Office of Faculty Affairs as needed.
• Perform other duties as assigned in support of the COPH Office of Faculty Affairs and the college's faculty-affairs operations.

Requirements

• Minimum Qualifications
  • Master’s degree in business administration, human resources, or a related field; or
  • Bachelor’s degree in the same fields with a minimum of two years of experience.
  • Degree Equivalency Clause: Six years of direct experience may substitute for a master’s degree (per Florida Senate Bill 1310).
• Preferred Qualifications
  • Prior experience in faculty affairs or academic human-resources administration.
  • Working knowledge of promotion and tenure and faculty evaluation processes.
  • Experience with faculty information and HR systems, including Archivum, the Health HR Hub, and Oracle.

Skills

• Extensive knowledge of university policies and procedures affecting faculty appointments, with the ability to interpret them for human resources and faculty-reporting matters.
• Proficiency with faculty information and HR systems and data management.
• Strong service orientation and interpersonal skills in advising and counseling faculty.
• Ability to maintain confidentiality and exercise discretion on matters of significance.
• Ability to manage concurrent, deadline-driven cyclical processes with accuracy and attention to detail.

Working Conditions

• Typical indoor office environment; on-site in Tampa (USF Health).
• Ability to travel to other USF campuses or locations as requested.
• Ability to lift up to 20 pounds as needed.

About Us

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. USF is dedicated to cultivating a talented, engaged, and driven workforce. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities.

Our first-class benefits package includes medical, dental, and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee, and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. The USF Health Morsani College of Medicine is ranked the No. 1 medical school in Florida and in the highest tier nationwide.

USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference.