Special Assistant to the Provost on Faculty and Academic Affairs

JOB SUMMARY

This position is responsible for coordinating administrative functions regarding faculty and academic affairs.

MAJOR DUTIES

• Coordinates the tenure and promotion process for the provost's office:
• Notifies faculty of their eligibility to apply for pre-tenure, tenure, promotion, and post-tenure.
• Facilitates applicants' access to the SharePoint portal to upload their portfolios and for reviewers to upload their recommendations.
• Compiles all documents in a folder for the Provost's and President's review.
• Coordinates and manages the processing of vacancies, requests to fill faculty positions, critical hire forms, Personnel Action Notices (PAN), and new faculty hires (including adjunct appointments). Liaises with the Office of Human Resources to onboard new faculty hires.
• Prepares annual and summer faculty contracts.
• Works with the respective colleges, Human Resources, and the payroll office to process summer pay for faculty and ensure the receipt of accurate information from the Office of Gants and Sponsored Programs for payment of grant-funded summer pay.
• Completes and manages annual faculty events.
• Works with the University Commencement Committee on the planning and managing of fall and spring commencement exercises.
• Assists with processing requests to the provost's office on all faculty and academic affairs matters.
• Provides Provost office-level assistance in planning and executing the faculty and staff institutes for the fall and spring semesters.
• Works with the Registrar and the Office of Student Affairs to assist in resolving student academic complaints.
• Performs related duties as assigned.

KNOWLEDGE REQUIRED FOR THE POSITION

• A keen understanding of budget and budget management and processes.
• Knowledge of university and University System of Georgia policies.
• Knowledge of modern office practices.
• Knowledge of university and departmental policies.
• Knowledge of computers and job-related software programs, including skill in the use of such office equipment as a computer, scanner, fax machine, and
• Strong oral and written communication skills.
• Skill in prioritizing and organizing workload and responsibilities.

SUPERVISORY CONTROLS

The Provost and Vice President for Academic Affairs assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results. However, the successful candidate for this position must be able to work independently, exercise initiative, and take accountability for the quality of work produced.

GUIDELINES

Guidelines include the faculty handbook, Board of Regents policies and procedures, the Graduate/Undergraduate Catalog, the student handbook, and university and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

The work consists of varied administrative duties and working with faculty, students, and several administrative units on campus. The variety of duties combined with the need to interpret and reconcile diverse guidelines contributes to the complexity of the position. The purpose of this position is to manage the administrative functions of the Provost's Office. Successful performance helps ensure the efficiency of those operations.

CONTACTS

Contacts are typically with co-workers, other university employees, representatives of the Board of Regents, students, parents, vendors, and members of the public. Contacts typically give or exchange information, resolve problems, and provide follow-ups and written reports.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, stooping, walking, bending, or crouching. The employee frequently lifts light objects. The work is typically performed in an office setting.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position may supervise assigned student workers.

MINIMUM QUALIFICATIONS

Baccalaureate degree in a course of study related to the occupational field.

More than three years of related experience

PREFERRED QUALIFICATIONS

Experience working at a college or university, preferably in the academic affairs division. Prior experience as a special assistant to the provost is a plus.

Current Openings for Special Assistant to the Provost on Faculty and Academic Affairs Jobs at Fort Valley State University

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