Faculty Affairs Specialist

Faculty Affairs Specialist

Posting Details

Position Information

Job Title Faculty Affairs Specialist

Union Level

Department Dental Academic Planning

Campus San Francisco

Posting Number 201304390P

Full or Part Time Full Time

Number of Months 12

Work Schedule M-F (8) hours per day.

Position End Date

Open Date 10/13/2026

Close Date

Open Until Filled Yes

Special Instructions to Applicants For Applicants Seeking Job Opportunities within the University

Internal: Internal applicants will be considered within the first five (5) business days of the posting period.

External: External applicants will be considered on the sixth (6) business day of the posting period.

For in-person roles: This is an in-person role, and the successful candidate must be willing to relocate within California, preferably within 25 miles of the (City) Pacific campus.

For online roles: While this is an online position, Pacific’s three campuses are within California and its faculty and staff are mostly California residents. For administrative purposes, California residents are preferred. Out of state hires must be approved either by the Provost and Executive Vice President for Academic Affairs (for academic hires) or by the Chief Financial Officer and Executive Vice President for Finance and Operations.

Sponsorship

This position is not eligible for a visa sponsorship now or in the future.

Position Summary Information

Primary Purpose

Under supervision of the Associate Dean for Oral Health Education (ADOHE), coordinates and manages activities related to faculty affairs for the ADOHE and performs duties relevant to the functioning of the Office of Academic Affairs.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways sociocultural forces related to race, gender, ability, sexuality, socioeconomic status, etc. impede or propel students, faculty, and staff.

Essential Functions

• Manage, audit, and ensure accuracy of Interfolio data; make recommendations for system or process improvement; produce quarterly reports for department chairpersons and ADOHE to include quarterly faculty schedule/faculty rosters, and annual CV review.
• Manage faculty appointment processing to include letters for new appointments, changes in appointment, and annual renewal letters; collaborate with the Department of Human Resources and/or the Provost’s Office to ensure adherence to school and University protocols.
• Manage and coordinate faculty onboarding process in collaboration with department chairpersons, department coordinators, and Human Resources.
• Manage and support the Faculty Appointment, Promotion, and Tenure Committee to include:
• Maintain and update promotion and tenure process information (duplicate?)
• Track temporal requirements towards promotion and tenure
• Provide notice of 3-year evaluation to faculty and department chairpersons
• Provide annual promotion eligibility notice to faculty and department chairpersons
• Manage Annual Tenure/Promotion Review process.
• Administrative support for FAPTC and Faculty Development Oversite Committee (i.e. prepare agendas, minutes, annual report, and other related material; distribution and maintenance of records).
• Manage/coordinate faculty affairs administrative support to include:
• Monthly faculty credentialing verification
• Support peer observation process
• Mission Focused Faculty Evaluation process
• Department chairperson resources (process/protocol/forms)
• Department chairperson 360 evaluation (every third year)
• Process faculty change of status forms
• Support the curriculum mapping process in collaboration with Academic Support Services Manager.
• Provide administrative support for the ADOHE to include:
• Manage meeting schedule, prepare meeting materials
• Manage and make travel arrangements
• Prepare and distribute (as needed) correspondence, agendas, minutes, reports, and other related material
• Prepare presentations, scripts and speaking points
• Assist with timely follow up on management of projects
• Maintain files/records
• Update CV
• Coordinate faculty development programs, and retreats to include scheduling of location, notices, invitations, catering, and other related logistics.
• Prepare and submit faculty information report to liability insurance carrier
• Perform all other duties as assigned by the Associate Dean for Oral Health Education.

Minimum Qualifications

Knowledge of:

• Advanced Microsoft Word, Excel, PowerPoint, and e-mail systems.

Experience

• Minimum of three years of administrative support experience.

Education

• Bachelor’s Degree.

Working Conditions:

• Position is eight hours per day, five days per week.

• As workload fluctuates with the academic calendar, position requires occasional evening and weekend hours.

• Preferred Qualifications

Knowledge of:

• Academic records maintenance, including hard files and database management helpful.
• Content Management System (CMS) or other web content management programs desirable.
• Qualtrics Survey Software

Ability to:

• Perform duties using high level of confidentiality, discretion and respect for others.
• Project a professional image and demonstrate strong communication, customer service, and
• interpersonal skills.
• Demonstrate effective and professional written and verbal communication skills with all
• constituents.
• Compose professional correspondence and reports.
• Develop and maintain productive working relationships with different stakeholders in the
• Dugoni School of Dentistry.
• Manage time, organize duties/assignments, and set priorities effectively to meet multiple
• deadlines.
• Work in an open office environment effectively and accurately with multiple interruptions.
• Demonstrate initiative in the organization and maintenance of departmental responsibilities,
• projects, and procedures.
• Understand and maintain confidentiality of student and faculty records in accordance with
• all laws and regulations.
• Demonstrate excellent problem solving and follow-through skills.

Experience

• Previous experience in an academic setting desirable.

Other:

• Experience and sensitivity in working with people of diverse backgrounds and cultures.

• Demonstrated experience in advancing social justice, equity, and inclusion in a university

• setting.

• Ability to engage and integrate culturally responsive practices and knowledge in their work.

• Physical Requirements

• The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work performed is primarily general office/administrative with frequent use of computer, keyboard and telephone; requires sitting majority of the working day.

• Occasional standing, walking, reaching, bending, and pushing.

• Occasional lifting of up to 15 lbs. should be anticipated.

• Hiring Range

• $75,000.00 - $86,000.00 per year. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

• Background Check Statement

• All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

• AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

• Anti-Discrimination/EEO Policy Statement

• University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each positi