Faculty Appointments, Promotions and Special Project Administrator - Office of Faculty Promotions and Career Development

Scheduled Hours

40

Position Summary

Central point of contact and subject matter expert for faculty appointments, promotions, tenure and review processes in the WashU Medicine Office of Faculty Promotions and Career Development (OFPCD). Provides essential administrative oversight, training, and support to enable compliance with university policies and procedures while maintaining consistency and quality across all faculty appointment and promotion activities. Reports to the Senior Associate Dean for Faculty Promotions & Career Development and works collaboratively with the OFPCD team. Requires regular interaction with departmental administrators, faculty, and university offices including Human Resources, the Provost's Office, and Information Technology.

Job Description

Tenure Process Management

• Primary liaison, with the Senior Associate Dean for Faculty Promotions & Career Development, between the School of Medicine and the Provost's Office for all tenure-related matters.

• Communicates packet requirements and deadlines to academic departments.

• Assists with REDCap data collection and management for tenure processes.

• Collates data for Dean's decision-making and presentations regarding candidates for tenure.

• Submits other required documentation to the Provost's Office.

• Responds to departmental and faculty inquiries regarding tenure policies and procedures.

Appointments and Promotions Administration

• Central point of contact for medical school staff queries regarding faculty appointments and promotion policies and procedures.

• Conveys packet requirements and processes to departmental administrators to ensure clarity and consistency.

• Coordinates with the Information Technology (IT) Interfolio manager, and Senior Associate Dean for Faculty Promotions & Career Development to modify templates and workflows as policies evolve.

• Partners with Human Resources (HR) to field questions regarding joint, secondary, and dual appointments and promotions.

• Collaborates with HR and the Office of Education to oversee implementation of policies related to voluntary faculty appointments and promotions.

• Interprets and communicates appointment and promotion policies for community physicians (WUCA/WUCS/WURP/etc.).

• Monitors packet submission quality and provide guidance to ensure packet completeness and accuracy.

Training, Development, and Quality Assurance

• In collaboration with OFPCD, contributes to development of comprehensive toolkits, guides, and reference materials related to appointments, promotions, and tenure, as well as annual reviews and interim appraisals, for departmental administrative staff.

• Designs and delivers individual and group training sessions to administrative staff on appointments, promotions, and tenure processes and policies.

• Provides ongoing consultation and support to departmental staff to reduce errors and improve packet quality.

• Identifies common mistakes and develops proactive solutions to improve compliance.

• Ensures consistency in interpretation and application of policies across departments.

Annual and Interim Review Coordination

• Coordinates with the IT Interfolio manager to refine templates and processes for annual and interim (Year 3-4) reviews.

• Generates compliance reports and tracks departmental completion of annual and interim reviews (annual June 30 deadline).

• Works with the Senior Associate Dean and departments to improve compliance rates.

• Maintains documentation and records related to review processes.

Strategic Support and Process Improvement

• Contributes to the development of policies and procedures that enhance clarity and efficiency.
• Stays current with changes in university and medical school policies affecting faculty appointments.
• Supports the Senior Associate Dean for Faculty Promotions & Career Development in strategic initiatives.
• Performs other duties as assigned.

Working Conditions:

Job Location

• Normal office environment.

Physical Effort

• Typically sitting or standing at a desk or table.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Academic Administration, Adaptability, Confidentiality, Customer Service, Detail-Oriented, High Accuracy, Higher Education Administration, Interpersonal Communication, Learning Materials Development, Microsoft Office, Policy Interpretation, Problem Solving, Process Improvements, Professional Presentation, Promotions Management, Redcap, Sensitive Information, Standard Operating Procedure (SOP) Development, Team Collaboration, Tenure Management, Training Course Development, Workflow Management Systems, Working Independently

Grade

G12

Salary Range

$58,400.00 - $99,700.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.