Faculty Services Administrator, Faculty Recruitment and Appointments

This position reports to the Director of Faculty Recruitment in the Office of Faculty Affairs and Development in the USF College of Public Health. It serves as the college's support resource on faculty credentialing, pre-offer compliance, and appointment administration. Every faculty member who joins the college arrives through work this position administers. This role requires considerable contact with search committees, department chairs, hiring authorities, and external candidates through individual appointments, memos, email, and phone calls.

About the role

A Faculty Services Administrator must maintain extensive knowledge of university policies and procedures and interpret them for human resources and faculty reporting matters. They must be able to interpret unit needs and provide individualized service. This is administrative work directly related to the academic mission of the university, requiring the application of discretion and judgment on matters of significance with respect to faculty appointments. The duties of this position qualify for exempt status under the administrative duties exemption of the Fair Labor Standards Act.

Responsibilities

• Search & Recruitment Coordination
  • Post position advertisements to external journals, association sites, and in accordance with USF recruitment procedures.
  • Confirm that search committees and interviewers have completed recruitment training before posting.
  • Maintain candidate tracking and manage candidate status correspondence with committees, chairs, and hiring authorities.
  • Provide search committee support, including meeting notices, agendas, and minutes.
  • Coordinate initial and top-candidate interviews and campus visits, including scheduling, travel, itineraries, and college-wide candidate presentations with technical and audiovisual setup.
  • Distribute and collect interviewer feedback forms and manage candidate hospitality and on-site logistics.
  • Maintain recruitment records and prepare recruitment status and tracking reports.
• Candidate Screening & Pre-Offer Processing
  • Obtain transcripts, SACS credentialing forms, letters of recommendation, and candidate employment verification.
  • Complete Foreign Influence and Foreign Principal screenings for candidates.
  • Prepare request for Nepotism Agreements and support candidate reference checks.
• New-Faculty Appointments, Immigration & Onboarding
  • Prepare and process new-faculty appointment packets, funding plans, and offer letters through the OFAA HR Teams Group.
  • Process appointments and onboarding for visiting faculty, adjunct and OPS faculty, and non-rank faculty (Research Associates), including credentialing and offer processing.
  • Review and process immigration and work-authorization documents (H-1B, J-1, O-1 and any renewals) for foreign-national faculty and postdoctoral scholars, in partnership with the USF Health Office of Faculty Affairs and USF World.
  • Coordinate new-faculty onboarding logistics, including scheduling COPH orientation, preparing materials, and reviewing the tenure-clock timetable with tenure-earning faculty.
  • Support compilation of the College APT Committee rank-recommendation packet.
  • Serve as trained backup for continuing-faculty personnel and HR processing, providing coverage and overflow support to the college's faculty progression function during peak cycles.
• Other Duties
  • Perform other duties as assigned in support of the COPH Office of Faculty Affairs and the college's faculty-recruitment operations.

Requirements

• Minimum Qualifications
  • Master’s degree in business administration, human resources, or other related field; or
  • Bachelor’s degree in those same fields with a minimum of two years of experience.
  • Degree Equivalency Clause: Six years of direct experience for a master’s degree (per Florida Senate Bill 1310).
• Preferred Qualifications
  • Prior experience in faculty or academic recruitment, search coordination, or academic human-resources administration.
  • Working knowledge of search compliance, faculty credentialing, and immigration and work-authorization processes (H-1B, J-1).

Skills

• Extensive knowledge of university recruitment, appointment, and immigration policies and procedures, and the ability to interpret them for candidates and hiring authorities.
• Proficiency with recruitment, applicant-tracking, and HR systems and with data management.
• Strong service orientation and interpersonal skills in guiding candidates and search committees.
• Ability to maintain confidentiality and exercise discretion on matters of significance.
• Ability to manage concurrent, deadline-driven searches 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

The University of South Florida (USF) 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 as 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 approximately 16,000 employees, USF is one of the largest employers in the Tampa Bay area. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. USF offers a first-class benefits package, including medical, dental, and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.