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Assistant Director, Faculty Affairs

Burnett School of Medicine

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Assistant Director, Faculty Affairs

  • 499676
  • Managerial / Administration
  • Full-time
  • Opening at: Jun 25 2024 at 10:20 CDT
  • Burnett School of Medicine

Job Summary:

Within the Office of Faculty and Affairs and Development at the Anne Burnett Marion School of Medicine at Texas Christian University (TCU), the Assistant Director of Faculty Affairs is responsible for overseeing faculty engagement, faculty recognition, and assisting with faculty governance. This position reports to the Director of Faculty Affairs and plays a critical role in managing the faculty lifecycle, including recruitment, appointment, reappointment, and promotion. Additionally, the Assistant Director will assist with supervising the Coordinators of Faculty Affairs and will support the strategic and operational objectives of the Faculty Affairs Department and the Office of Faculty and Affairs and Development as a whole. The role requires developing a comprehensive understanding of existing policies, processes, and procedures to ensure efficiency and effectiveness of annual processes and events as well as day-to-day office operations.

Duties & Essential Job Functions:

1. Oversees faculty department retreats; works in conjunction with department chairs and support staff to plan and implement these events.
2. Partners with the Faculty Development team and in coordination with the Director of Faculty Affairs and Senior Leadership to develop, implement and maintain effective faculty engagement and recognition projects, activities, and processes
3. Manages the updates, edits, distribution, and data analysis of the annual faculty engagement survey.
4. Manages the School of Medicine awards process for faculty, staff and student awards.
5. Develops, implements, maintains, and supports the Community Faculty Resource Center.
6. Serves as the primary contact for the Community Faculty Resources and webpages.
7. Assists with planning and providing logistical support for Faculty Affairs events and activities.
8. Supports the Director of Faculty Affairs in all aspects of the faculty lifecycle, including recruitment, appointment, reappointment, promotion, and the implementation and maintenance of faculty management and evaluation systems.
9. Serves as the primary data quality specialist for all faculty data, ensuring data integrity and accuracy.
10. Creates, implements, and maintains the Faculty Affairs database to improve reporting functionality in areas such as academic headcount, salary, recruitment, assessment, workload, research and scholarship outcomes, and diversity metrics.
11. Identifies, monitors, and reports on faculty data, including preparing reports and business intelligence (BI) dashboards for the school, university, and other stakeholders.
12. Maintains and updates faculty roster data with the Association for American Medical Colleges (AAMC) on a quarterly basis.
13. Assists with the faculty compensation process to include but limited to the Teaching Resource Agreement (TRA) contracts process to ensure timely compensation to part-time contracted faculty, including communication with part-time faculty, the School of Medicine contracts team, and external affiliate partners.
14. Manages all faculty searches assigned to the Faculty Affairs Department, including organizing search committees, liaising with faculty members/candidates, managing Applicant Tracking Systems, and hosting candidates during their campus visits.
15. Manages the annual evaluation and promotion workflows, including the annual evaluation and promotion reviews, distribution of dossiers, external and department letters, deans’ letters, and final dossier preparation for university review.
16. Manages the annual school governance process, including nomination, election, and final reporting to the Dean, in coordination with the Director of Faculty Affairs.
17. Conducts training sessions for faculty and leadership on the use of the faculty management system.
18. Identifies and evaluates existing administrative systems to develop and lead the implementation of process redesign solutions, ensuring efficiency and accuracy, especially concerning electronic systems and external vendors for faculty hiring, renewals, and reviews.
19. Performs other related duties as assigned.

Required Education & Experience:

• Bachelor’s degree
• 4 years’ experience in higher education and knowledge of university academic structure, policies, and procedures.
• 2 years’ experience with medical school faculty affairs and appointment policies and processes (can run concurrently)

Preferred Education & Experience:

• Master’s Degree
• Experience with data governance/data quality and business analytics.
• Experience working with web-based HR systems, particularly PeopleSoft.

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• Tableau

Knowledge, Skills & Abilities:

• Ability to maintain confidentiality in all aspects of work.
• Skills to be proficient in data collection, usage, management, analysis, and digital workflow management.
• Knowledge of reporting tools such as Tableau software, IBM Cognos, Microsoft Power BI, and SQL Server.
• Skills in Microsoft Office Suite products including Word, Excel, and Outlook.
• Ability to uphold high standard of organizational skills with exceptional attention to detail.
• Skills in time management with the ability to efficiently prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Ability to evaluate and implement processes to enhance operational efficiency.
• Ability to uphold a high standard of communication skills, both oral and written, with the ability to convey information clearly and professionally.
• Ability to learn quickly and adapt to new challenges and demands.
• Ability to embody strong interpersonal skills such as active listening, empathy, a positive and valued approach to teamwork and collaboration, and a high standard of customer service.
Ability to exude and maintain an executive and professional presence.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• There are no harmful environmental conditions present for this job.
• This role is an on campus, in-person position.
• The noise level in this work environment is usually moderate.

AA/EEO Statement:

As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law. 

TCU Annual Security Report & Fire Safety Report Notice of Availability

Texas Christian University is committed to assisting all members of the campus community in providing for their own safety and security. TCU’s Annual Security Report and Fire Safety Report is published in compliance with the Jeanne Clery Disclosure of Campus Security Policy & Campus Crime Statistics Act (Clery Act) and the Higher Education Opportunity Act. This report includes statistics for the previous three calendar years concerning reported crimes that occurred on campus, in certain off-campus buildings owned or controlled by the University, and on public property within, or immediately adjacent to and accessible from the campus. The statements of policy contained within this report address institutional policies, procedures, and programs concerning campus security, alcohol and drug use, crime prevention, the reporting of crimes, emergency notifications and timely warning of crimes, sexual and interpersonal violence, and personal safety at TCU. Additionally, this report outlines fire safety systems, policies and procedures for on-campus housing facilities, as well as residence hall fire statistics. 

The Annual Security Report and Fire Safety Report can be found on the TCU Police Department website at https://police.tcu.edu/annual-security-report, or a paper copy of the report may be obtained by contacting the TCU Police Department at 817-257-7930, or via email at police@tcu.edu.

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