Director, Academic Appointments and Promotions - Georgetown University Medical Center

Washington D.C
May 14, 2019
May 24, 2019
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.


The Director of Academic Appointments and Promotions in the Office of Faculty and Academic Affairs (OFAA) provides management of and oversight over all aspects of the GUMC appointments and promotions program in accordance with University (Georgetown University Faculty Handbook) and campus-level guidelines and program management at the school (School of Medicine and School of Nursing and Health Studies) and campus (GUMC) levels. S/he provides counsel and guidance to constituents on requests for information on and support of the appointments and promotions process. Reporting directly to the Senior Associate Dean for Faculty and Academic Affairs, the Director has additional duties that include but are not limited to:

GUMC Faculty Appointment and Promotions Processes Management
  • Reviews most of the draft letters including those received from the assigned HR Contact (utilizing the appropriate template), and academic HR Documents for signature by the Sr. Associate Dean and the EVP.
  • Maps and maintains OFAA appointment and promotions processes in conjunction with the GMS process to minimize redundancies and maximize efficiency in a changing environment.
  • Maintains and manages the rank and tenure application process at both schools of the Medical Center (School of Medicine and School of Nursing & Health Studies).
  • Revises and maintains documents (such as application guidelines and track policies) to align the consistency in presence of NHS guidelines to SOM and the larger OFAA guidelines and resources.
  • Manages the process workflow and integration of parallel GMS and APT Committee review processes to ensure all documents and flow of information across both sides (APT and HR).
  • Manages application materials and resources for faculty applicants, department chairs, administrative support staff, and HRCs, reviewing all required components to ensure they match current demographic and/or other University or campus-wide metric requirements.
  • Transitions all application forms to fillable-pdf or Word documents and manages all revisions as they occur, reviewing and approving all offer letters for faculty appointments.
  • Manages formal faculty appointment letter generation for all GUMC faculty.

Annual Workflow and Academic Year Timeline Management
  • Runs and distributes quarterly reporting correspondence to each department on pending faculty appointment applications to ensure compliance of six-month window for review and approval of faculty appointment applications.
  • Manages the administration of the annual faculty evaluation process, including maintenance of and any necessary revisions to the system for collecting and maintaining all annual evaluations in faculty records.
  • Manages the annual OFAA workflow and timeline in accordance with all published deadlines, which includes, but may not be limited to: annual faculty phase out process and reporting management, various appointments and promotions reporting requests as they arise, and rank and tenure application deadlines.
  • Provides oversight of the Administrative Assistant in the execution of Mini-Med, Magis, and Circle Grant Awards.

Office of Faculty and Academic Affairs Representation
  • Serves on committees focused on the appointments and promotions processes in a campus- and University-wide capacity, including but not limited to the Office of the President's Rank and Tenure Pilot Project Group.
  • Represents OFAA around proposed process changes at the University or campus level and on working groups and other projects as assigned by the Senior Associate Dean for Faculty and Academic Affairs.
  • Processes all announcements directly related to F&AA activities including faculty evaluations, MAGIS, CIRCLE grant, and announcements requested by Faculty Development (a unit of F&AA) .

Staff Workflow and New Initiatives Management
  • Directly supervises the Administrative Assistant's daily activities in the appointments and promotions process, including preliminary review of all incoming applications, preparing documents for committee meetings, clarifying process inquiries from departments,and other general correspondence, and creation and transition of faculty files from Interfolio to Box.
  • Manages two student employees tasked with formatting applicant CVs to align with the required GUMC template for all faculty appointments and promotions, and other entry-level administrative duties as requested.
  • Works with the Senior Associate Dean for Faculty and Academic Affairs and GUMC leadership on the development of new initiatives in the faculty space for new and existing faculty members.

System and Process Training
  • Manages and revises, as needed, all training and resource materials for administrative staff and HRCs using Interfolio, navigating the application process at the department level.
  • Conducts all training workshops for department administrators and HRCs as well as individual consultations with department chairs, CAP, and APT (routine and ad hoc).
  • Conducts individualized sessions with clinical department chairs and their administrators to understand the principles of the GUMC faculty appointment process and how the application materials substantiate the level of quality expected from the EVP.
  • Develops and maintains all internal Standard Operating Procedures on the appointments and promotions process, including the transition of information into GMS.

  • Bachelor's Degree
  • 5 years' experience preferred; Consideration given to combination of years of skills and work experience for each year of education
  • Prior experience with project or program management and the ability to analyze and identify challenges in processes, implementing solutions for operational efficiency
  • Familiarity with faculty support service, higher education management, and prior experience implementing administrative solutions and initiatives
  • Excellent written and verbal communication with the ability to collaborate with faculty and senior administrators, staff, and external academic partners/clients
  • Experience writing operational policies and procedures with a strong aptitude for operating in a changing and growing environment
  • Proficiency maintaining accurate records and experience managing training programs and resources
  • Ability to maintain a high sense of confidentiality in handling sensitive materials and access to protected and personnel information
  • Proficiency in Microsoft Office Suite; Google Docs, Sheets, and Slides; and familiarity with Workday and other cloud-based workflow databases like Interfolio

Preferred Qualifications
  • Prior experience managing direct reports and small teams
  • Prior experience in an academic or research administration environment
  • Familiarity with Georgetown University academic processes

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