Faculty Service Administrator (Finance)

Organizational Summary:
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The University of South Florida College of Education serves a community of over 2,200 students and 130 faculty members dedicated to advancing high-quality education through excellence in research, teaching, and learning. Accredited by the Council for the Accreditation of Educator Preparation (CAEP) and fully approved by the Florida Department of Education, the college offers innovative teacher training and collaborative graduate programs aimed at developing educational leaders. In partnership with school districts across the Tampa Bay region, the college is committed to extending proven educational initiatives and exploring new approaches to preparing lifelong learners. Whether pursuing initial teaching certification or advancing professional development through graduate studies, the college provides comprehensive resources and support to help students achieve their educational and career goals.
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Position Summary:
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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.
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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 navigate complex 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.
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This position will report to the Associate Dean of Faculty Affairs and is dedicated to supporting the College of Education.Minimum Qualifications:

This position requires a Master's degree in business administration, human resources or other related field; or a Bachelor's degree in those same fields with a minimum of two years of experience. Six years of direct experience may substitute for the required Master's degree.

Preferred Qualifications:

• Proficiency with FAIR, Archivum, Oracle, and data analysis tools
• Excellent communication and interpersonal skills
• Knowledge of faculty governance, accreditation, and visa processes
• Ability to handle confidential information with professionalism
• Research, reporting, and analytical capabilities
• Proven problem-solving skills for resolving academic and administrative issues.
• Data analysis skills, including extracting and reporting on faculty data.
• Strong organizational skills, attention to detail, and ability to handle multiple responsibilities effectively.
• Proficiency in Microsoft Office Suite, Outlook, Excel, Word, and PowerPoint

FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.

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

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. Contact the USF ADA Lead ( hr-ADA-Request@usf.edu ) to coordinate your accommodation request.The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
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Working at USF
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With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
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To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .Faculty Affairs and Administrative Coordination: Faculty Recruitment and Promotions, Administrative Support to the Associate Dean of Faculty Affairs:
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• 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.
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• 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.
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• 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.
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• 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.
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FAIR and Archivum:
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• 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.
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• 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.
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• 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.
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Faculty Governance:
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• 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.
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• 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.
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• Prepares and forwards appointment letters to selected faculty, staff, and students, and maintains accurate rosters for all Faculty Council Standing Committees.
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Embedded Service:
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• 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.
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• 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.
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Budget Support:
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• 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.
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Faculty Data:
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• 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.
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Event and Awards:
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• 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.
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• 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.
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Visa and Immigration Liaison for the College of Education:
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• 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.
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Administrative Back-up Support for Academic Service Administrator:
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• Acts as a backup to the Academic Services Administrator, providing support for graduate assistant appointments and tuition payment processes as needed. Collaborates with the Dean, Associate Deans, Directors, Managers, and Supervisors to address various administrative needs, ensuring efficient and seamless operations. Assists with processing transcripts, certificates, and diplomas; coordinating the Graduate Assistant Orientation Workshop; managing student visa processing; and preparing Graduate Assistant offer letters through the HR HPAF Form.
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