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Faculty Services Administrator

University of South Florida

Tampa, FL

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JOB DETAILS
SALARY
$57,000–$62,000 Per Year
SKILLS
Academic Background, Accreditation Standards, Administrative Procedures, Administrative Skills, Affirmative Action, Analysis Skills, Athletics, Budgeting, Business Administration, College Level Faculty, Communication Skills, Data Analysis, Data Collection, Data Quality, Decision Support, Detail Oriented, Documentation, Educational Administration, Embedded Systems, Establish Priorities, Event Management, Faculty Administration, Federal Laws and Regulations, Higher Education, Human Resources, Identify Issues, Interpersonal Skills, Language Interpreter, Logistics, Mail Processing, Maintain Compliance, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, News Reporting, Offer Letters, Onboarding, Oracle, Organizational Skills, People Management, Problem Solving Skills, Procedure Development, Procedure Implementation, Process Development, Project/Program Management, Quality Control, Record Keeping, Research Skills, Spreadsheets, State Laws and Regulations, Statistics, Team Player, Time Management, Training/Teaching, University/School Governance, University/School Policies, Visa Applications, Webmaster
LOCATION
Tampa, FL
POSTED
Today
Job Description

The Faculty Services Administrator serves as a central resource for information and an authoritative figure on university policies and procedures related to faculty appointments and academic processes. This includes oversight of sabbaticals, tenure, promotion, faculty recruitment, assignments, and evaluations. The role entails administrative responsibilities that directly support the university's academic mission, requiring sound judgment, discretion, and the capacity to manage sensitive matters of significance related to faculty affairs.

This role entails extensive engagement with faculty members through individual consultations, correspondence, emails, and phone communications to streamline administrative processes and cultivate collaborative relationships. It also involves providing guidance and counsel to faculty, helping them navigatecomplex procedures while ensuring their needs are understood and addressed with personalized, professional support. Additionally, the Faculty Services Administrator serves as a key interpreter and liaison with HR Embedded Services on HR matters and faculty reporting.

Responsibilities

Hiring Salary: $57,000 to $62,000 Annually

This position will report to the Associate Dean of Faculty Affairs and is dedicated to supporting the College of Education.

Faculty Affairs & administrative Coordination:

  • Responsible for the daily oversight of all faculty recruitment activities within the college. Manages the development and issuance of faculty offer letters, Memoranda of Understanding (MOUs), Side Letters, appointment status forms, and documentation related to special pay increases, additional/dual compensation, and non-recurring payments. Additionally, prepares comprehensive new hire information packets to ensure a smooth onboarding process. Coordinates, supervises, and administers all administrative procedures related to Tenure and Promotion, Mid-Tenure Review, and Instructor Promotion processes, ensuring compliance with institutional policies and standards.
  • Maintains comprehensive faculty tracking and records, including resignations, retirements, deaths, transfers, transitions from adjunct to non-tenure or tenure-earning faculty, tenure-related concerns, faculty leaves, sabbatical, professional development leave, and joint appointments. Identifies and resolves issues promptly, facilitating corrections for HR Embedded Services and payroll discrepancies as they arise to ensure accurate and up-to-date records.
  • Faculty Transcripts, Credentialing, and SACs Accreditation - Ensures that all instructors of record possess the necessary academic qualifications to teach within their designated content areas, regardless of rank or term of appointment, maintaining compliance with accreditation standards and institutional policies.
  • Provides comprehensive administrative support to the Associate Dean of Faculty Affairs, ranging from executive assistance to complex coordination tasks. Offers confidential support to enhance the efficiency of the Office by managing the Associate Dean's calendar, scheduling, and prioritization. Acts as a liaison between the Associate Dean, department chairs, faculty, administrators, staff, and branch campus personnel, as well as collaborating with the Office of the Provost and the Office of General Counsel. Advises and briefs the Associate Dean on upcoming events, meetings, and relevant matters. Prepares and send outgoing correspondence on behalf of Associate Dean and manages routine communication. Additionally, organizes and prepares data for special reports and projects as required.
FAIR and Archivum:
  • Serves as the primary liaison for FAIR and Archivum systems within the College of Education, responsible for creating and maintaining detailed position descriptions and collecting comprehensive data-including historical records-for all faculty members. Oversees faculty assignment data and conducts quality control reviews to ensure data accuracy and integrity.
  • Develops and implements procedures to facilitate onboarding, training, and ongoing support for faculty and staff in the use of FAIR and Archivum systems. Provides individualized and group instruction on system functionalities to enhance user proficiency. Acts as the main resource for faculty and staff inquiries related to FAIR and Archivum, offering expert guidance and troubleshooting.
  • Maintains a systematic record-keeping process to monitor faculty engagement with FAIR modules such as Scholarly Activity, Vita Entry, and the Annual Report, ensuring effective tracking, compliance, and timely reporting.
Faculty Governance:
  • Serves as the primary liaison, contact, and resource person for the Faculty Council and Standing Committees, providing authoritative interpretation of University, College, and School governance policies and addressing related governance matters. Coordinates and oversees the operations of the College Faculty Council and its Standing Committees, including comprehensive tracking of faculty, staff, and students involved.
  • Manages the faculty election process by preparing and distributing ballots, coordinating vote tallying, and communicating election results to the College community. Presents the list of nominees to the Faculty Council and acts as the main point of contact between the Faculty Council and the COED Webmaster.
  • Prepares and forwards appointment letters to selected faculty, staff, and students, and maintains accurate rosters for all Faculty Council Standing Committees.
Embedded Service:
  • Acts as the primary point of contact to facilitate and/or submit appropriate appointment paperwork and communication between the academic departments and the Embedded Service for Human Resources and Shared Services.
  • Possesses thorough knowledge of the operations of each embedded service unit, their linkages to the department, and is capable of leading and supporting faculty, students, and staff in navigating and utilizing Embedded Services effectively.
Budget Support:
  • Collaborate with the Budget team to ensure the availability of funds for departmental requests. Assist the budget team, Dean, and Department Chair in preparing and submitting the annual budget requests.
Faculty Data:
  • Designs and conducts statistical research related to faculty salary data, including collection, verification, summarization, and analysis. Utilizes Oracle and other data sources to generate and interpret reports. Organizes data collection processes, ensuring accuracy and consistency. Maintains and updates the annual Academic Analytics spreadsheet to ensure it reflects current information and supports institutional decision-making.
Event and Awards:
  • Responsible for managing and coordinating all preparations for major College events hosted by the Dean's Office, including New Faculty Orientations, New Chair Orientations, Tenure and Promotion Workshops, Mid-Tenure Workshops, Instructor Promotion Workshops, Adjunct Workshops, and various faculty development programs. Oversees all aspects of event planning, logistics, and post-event follow-up to ensure seamless execution and impactful outcomes.
  • Manages and coordinates the College's and University-wide faculty awards programs, including the Distinguished University Professor, Emeritus Professor, Outstanding Undergraduate Teaching and Advising, and Faculty Senate Honors and Awards. Ensures smooth administration, effective communication, and appropriate recognition processes associated with these prestigious honors.
Visa and Immigration Liaison for the College of Education:
  • Serves as the primary liaison between the College of Education and USF World/International Services concerning visa and immigration matters. Acts as the main resource for college departments on visa and immigration issues affecting all Faculty. Collaborates directly with USF World, international services staff, and immigration attorneys to facilitate the processing of visa applications and address immigration concerns. Maintains comprehensive data and statistics related to the J Exchange Visitor Program, H-1B visa applications, and applications for permanent residency, ensuring accurate record-keeping and compliance.


Qualifications

Minimum Qualifications:

This position requires a Bachelor's degree in business administration, human resources with a minimum of two years of experience. Six (6) years of relevant experience or a combination of education and experience may substitute for the bachelor's degree.

Preferred Qualifications:

Candidates should possess excellent communication and interpersonal skills, along with the ability to handle confidential information with professionalism. Strong research, reporting, and analytical capabilities are essential, as well as proven problem-solving skills for resolving academic and administrative issues. Higher education experience and knowledge of faculty processes are highly desirable. Additionally, experience in data analysis, including extracting and reporting on faculty data, is important.

Candidates should demonstrate strong organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively. Proficiency in the Microsoft Office Suite, Outlook, Excel, Word, and PowerPoint, FAIR, Archivum, Oracle, and data analysis tools.

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. 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.

About USF

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. U.S. News also ranks the USF Health Morsani College of Medicine 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 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. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.

About the Company

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University of South Florida

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