Faculty Services Administrator, Faculty Recruitment and Appointments
This position reports to the Director of Faculty Recruitment in the Office of Faculty Affairs and Development in the USF College of Public Health Office of Faculty Affairs and Development. This position serves as the college's support resource on faculty credentialing, pre-offer compliance, and appointment administration. Every faculty member who joins the college arrives through work this position administers. This position requires considerable contact with search committees, department chairs, hiring authorities, and external candidates through individual appointments, memos, email and phone calls. A Faculty Services Administrator must maintain extensive knowledge of university policies and procedures and interpret them for human resources and faculty reporting matters. They must be able to interpret unit needs and provide individualized service. This is administrative work which is directly related to the academic mission of the university, requiring the application of discretion and judgment on matters of significance with respect to faculty appointments. As such the duties of this position are intended to qualify for exempt status under the administrative duties exemption of the Fair Labor Standards Act.
Search & Recruitment Coordination
Post position advertisements to external journals, association sites, and in accordance with USF recruitment procedures, and confirm that search committees and interviewers have completed recruitment training before posting.
Maintain candidate tracking and manage candidate status correspondence with committees, chairs, and hiring authorities.
Provide search committee support, including meeting notices, agendas, and minutes.
Coordinate initial and top-candidate interviews and campus visits, including scheduling, travel, itineraries, and college-wide candidate presentations with technical and audiovisual setup.
Distribute and collect interviewer feedback forms and manage candidate hospitality and on-site logistics.
Maintain recruitment records and prepare recruitment status and tracking reports.
Candidate Screening & Pre-Offer Processing
Obtain transcripts, SACS credentialing forms, letters of recommendation, and candidate employment verification.
Complete Foreign Influence and Foreign Principal screenings for candidates.
Prepare request for Nepotism Agreements and support candidate reference checks.
New-Faculty Appointments, Immigration & Onboarding
Prepare and process new-faculty appointment packets, funding plans, and offer letters through the OFAA HR Teams Group.
Process appointments and onboarding for visiting faculty, adjunct and OPS faculty, and non-rank faculty (Research Associates), including credentialing and offer processing.
Review and process immigration and work-authorization documents (H-1B, J-1, O-1 and any renewals) for foreign-national faculty and postdoctoral scholars, in partnership with the USF Health Office of Faculty Affairs and USF Wordl.
Coordinate new-faculty onboarding logistics, including scheduling COPH orientation, preparing materials, and reviewing the tenure-clock timetable with tenure-earning faculty.
Support compilation of the College APT Committee rank-recommendation packet.
Serve as trained backup for continuing-faculty personnel and HR processing, providing coverage and overflow support to the college's faculty progression function during peak cycles.
Other Duties as Assigned
Perform other duties as assigned in support of the COPH Office of Faculty Affairs and the college's faculty-recruitment operations
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.
Degree Equivalency Clause: Six years of direct experience for a master’s degree.
Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelor’s degree;
(c) Six years of direct experience for a master’s degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.
Preferred Qualifications
Prior experience in faculty or academic recruitment, search coordination, or academic human-resources administration.
Working knowledge of search compliance, faculty credentialing, and immigration and work-authorization processes (H-1B, J-1).
Knowledge, Skills & Abilities
Extensive knowledge of university recruitment, appointment, and immigration policies and procedures, and the ability to interpret them for candidates and hiring authorities.
Proficiency with recruitment, applicant-tracking, and HR systems and with data management.
Strong service orientation and interpersonal skills in guiding candidates and search committees.
Ability to maintain confidentiality and exercise discretion on matters of significance.
Ability to manage concurrent, deadline-driven searches with accuracy and attention to detail.
Working Conditions
Typical indoor office environment; on-site in Tampa (USF Health).
Ability to travel to other USF campuses or locations as requested, and to lift up to 20 pounds as needed.