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ASSIST VICE PROVOST, FACULTY AFFAIRS ADM
Job Title: ASSIST VICE PROVOST, FACULTY AFFAIRS ADM
Job Code: 1287
FLSA: E
Job Level: 98
Revised Date: 10/01/2022
Job Family: JF 28
Occupational Summary
The Assistant Vice Provost for Faculty Affairs Administration is responsible for the direction and timely execution of faculty affairs administration in the Office of the Provost, overseeing administrative needs of varying scope and size. The position will independently manage a wide range of faculty affairs processes and deadlines, and will support the Provost, the Provost's Chief of Staff and the Associate Vice Provost and Director of Academic HR Services and other key stakeholders in development and implementation of new initiatives as well as maintenance of existing processes. The Assistant Vice Provost will have mature judgment and thorough knowledge and understanding of the policies, programs and organizational structure of the Office of the Provost and the University, as well as the Faculty Handbook and faculty governance in general. He/she will work as a close partner with the Provost, the Provost's Chief of Staff and the Associate Vice Provost and Director of Academic HR Services, as well as other Provost senior staff; the Deans' offices; the Office of Faculty Advancement; the Office of Institutional Research; and other key partners across the university. The Assistant Vice Provost will report administratively through the Associate Vice Provost and Director of Academic HR Services to the Provost.
Work Performed
Works closely with the Provost and other senior administration to continually assess priorities, track progress, meet deadlines, communicate and enforce policies, and advance the faculty affairs work of the Office of the Provost.
Oversees all faculty affairs processes and deadlines in the Office of the Provost (tenure and promotion reviews, sabbatical/leave requests, retirement agreements, etc.) through accountable staff; develops and maintains an annual planning calendar and procedures to ensure timely receipt of complete and accurate materials for Provost and Board of Trustees review; ensures communication and coordination with the deans' offices, the President's Office, and other stakeholders.
Manages activities and projects of varying scope and size, working with multiple partners across the University; and recommends and implements process improvements and streamlining where needed. Implements new initiatives, policies and procedures in support of the Provost. Administers process for special faculty appointments (emeriti, endowed chairs, university professors, etc.); tracks requests, makes recommendations, drafts appointment letters.
Represents the Office of the Provost on University committees and project teams related to faculty affairs; Provides appropriate data for annual faculty events, and supports new initiatives and events for faculty engagement and recognition.
Maintains and updates the master copy of the Faculty Handbook and other faculty documents creating modern resources on the Provost's and Faculty Affairs websites.
Works with the Deans' offices, Institutional Research, Faculty Advancement, and other key offices, to maintain accurate records and produce timely faculty data and information as needed; manages requests for faculty data in coordination with Institutional Research.
Directs the activities of the Office of Faculty Data Systems and Analysis responsible for maintaining and enhancing integrated faculty data systems, including Duke's faculty administrative system supporting hires, appointments, promotions and tenure awards, the public-facing faculty activities and research discovery system, the faculty data reporting repository, and Scholars@Duke. Oversee support to users for 8,000+ faculty members, academic staff, delegates and power users, direct distributed local support roles across all schools and facilitate communities of users; supervise implementation of workshops, presentations, online learning resources and events for these communities, provide opportunities for colleagues to meet and network.
With colleagues, set agendas for and/or lead university-wide advisory groups for governance, including but not limited to, the Scholars@Duke Steering Committee, the Scholars/Elements Management Team, the Scholars Users' Group, and the dFac University Advisory Group, reporting on development and project status, ensuring transparency in development processes, and eliciting feedback on effectiveness and user experience of faculty systems.
Provide leadership, and supervise and coordinate the work of designated employees within Faculty Affairs Administration; manage personnel activities to meet University and departmental objectives; direct various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules. Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
Education/Training
Work requires analytical, organization and communication skills generally acquired through completion of a Bachelor's degree program in a related field.
Experience
Seven years experience in faculty affairs, faculty data analysis or related.
Skills
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
