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Job Summary

Operate as the Business Partner for all HR activities related to faculty including: recruitment, hiring, maintenance, and termination for all faculty tracks and ranks for the Division of General Medicine in the Department of Internal Medicine. Exercise initiative, independent judgment, diplomacy, a service-oriented attitude, creative problem-solving, a team-oriented approach and follow-through in providing support to General Medicine with excellent attention to detail, the ability to prioritize, meet deadlines in a timely fashion and the ability to effectively multi-task. Work closely with divisional faculty members, chiefs, and administrators to accomplish these tasks in accordance with departmental, medical school, and university guidelines.

Responsibilities*

  1. Manage Faculty Affairs functions for assigned divisions, including, but not limited to: Provide support for divisional recruitment activities including requesting approval for positions, posting jobs in eRecruit and tracking position control numbers. Meet with Divisional leadership at regular intervals and advise and assist the Division Chief and Division Administrator in writing and routing faculty offer letters, setting salaries, writing letters of intent, and memos of understanding (explaining salary protection, position funding sources, compensation components provided by other divisions/departments/schools/colleges), and completing the necessary HR appointment paperwork.
    1. Coordinate new faculty appointment activities. Work closely and independently with incoming faculty members to guide them through the preparation of documents for their academic appointment packet and coordinate a timely submission for the required Medical School, Provost, and Regent approval processes. Advise faculty on the strength and viability of their appointment packet, offering edits and examples when necessary. Each faculty hire is unique requiring the Faculty Affairs Rep to be able to offer creative solutions to complex situations often involving multiple Departments, Schools and Colleges, Sponsored Programs, Veterans Affairs Healthcare System, and Division and Departmental Leadership. The academic appointment process for incoming faculty members can take between 1 – 6 months (or longer) depending on rank, track, and internal vs. external hires. Additional time may be added if coordination is necessary with the Immigration Intake Center for Visa applications. High level of organization, attention to detail, and ability to handle multiple complex appointments (up to ~15-20) at one time is necessary.
    2. Walk each incoming clinical faculty member through the complex credentialing process which occurs simultaneously with the academic appointment process. Coordinate between the faculty member, Divisional and Departmental leadership, outside/international academic and clinical institutions, the Office of Clinical Affairs and Medical Staff Services to complete forms required for credentialing and provider enrollment set up. Provide a high-level of concierge-like service to faculty members throughout this process; independently handling any problems and advising the Division and Departmental leadership on possible courses of action if any issues arise during this process that may impact clinic start dates. Work with the FA licensing specialist to ensure timely processing of the necessary state and federal medical licensure.
    3. Process faculty terminations, Work closely with Divisional Leadership to assist in the termination process, advising on departmental best practices, submitting appropriate paperwork; coordinating vacation payouts and notifying of all affected parties (Medical School, Medical Staff Services, Sponsored Programs, etc.)
      1. Coordinate Reductions-In-Workforce with the Medical School and Office of Research. Advise Division on the policies regarding reductions in workforce and assist in the preparation and coordination of seeking approval from the Medical School and Office of Research.
    4. Advise and coordinate Division and faculty members through promotion recommendation process. Similar to the academic appointment packet, promotion packets take anywhere from 2 – 6 months (depending and rank) to compile and FA Rep is integral to the completion of these packets. FA Rep assists each faculty member with the preparation and editing of multiple faculty-submitted documents (Research Statements, Educator’s Portfolio, Bibliographic Notes, and CVs) in addition to soliciting and collecting multiple letters of recommendation and reading through all of the promotion documents. FA Rep is responsible for writing strong recommendations for each promotion candidate on behalf of the Division and Department and additionally, a “Form B” (promotion packet summary and recommendation on behalf of the Dean of the Medical School).
  2. Co-Lead the Annual CV Review Process
    1. Together with other FA Rep co-lead, review faculty rosters for entire Department of Internal Medicine (~750 faculty members) and determine who should be reviewed by the Department’s promotion committee for progress towards/readiness for promotion. Accurately determine based on correct interpretation of the instructional track’s tenure clock and the research track’s time in rank rules which faculty need to be proposed for promotion each year. Use judgement based on review of CV whether or not the promotions committee members should see the CV electronically, who can be reviewed just by the FA Reps, and whose CV needs to be reviewed at the in-person committee meeting.
    2. Coordinate the roster distribution and review for each division and assist in the collection of updated CVs for faculty when necessary.
    3. Work with the Associate Chair for Faculty Affairs to Coordinate the in-person committee meeting and coordinate the distribution of CVs to committee members for review. Facilitate the compilation of comments/suggestions/notes.
    4. Meet with all Divisional Leadership with Associate Chair for Faculty Affairs to review Committee notes on faculty CVs and discuss who the Division would like to propose for promotion to the Department Chair.
    5. Meet with Department Chair and Associate Chair for Faculty Affairs to finalize Department’s promotion list.
    6. Communicate list of approved promotion candidates to Divisional Leadership and coordinate the hand-off of information to the FA Promotions Lead.
  3. Resolve issues and faculty concerns related to payroll, benefits, effort, salary, academic appointment, credentialing/licensure and privileges, leaves of absence, and other HR issues. Use discretion and judgement on whether and when to notify Departmental Leadership/Medical School related to any issues/concerns.
  4. Actively propose and participate in the development of departmental policies and processes and best practices related to faculty affairs. Provide guidance to assigned division on policies and best practices while assure compliance with Medical School and University faculty affairs programs
    1. Actively participate in department-level policy development
    2. Identify new or improve on current processes that will assist the Department in better serving the Divisions and faculty members.
  5. Provide backup for other Faculty Affairs Specialists as needed to cover vacations, vacancies, etc.

Required Qualifications*

A bachelor's degree or an equivalent combination of education and experience is necessary. Knowledge of word processing and spreadsheet software is required. Three to five years working in a progressively responsible administrative environment is required. Demonstrated ability to communicate effectively at all levels is required. Considerable experience independently managing faculty affairs processes and/or working directly with faculty is preferred. Reasonable knowledge of University policies, rules and regulations regarding faculty members is preferred. Experience with University computer systems and applications (M-ACE, Cactus, eRecruit, Wolverine Access, Xythos, InsZoom, Business Objects) is preferred. Ability to effectively manage multiple projects simultaneously, self-motivate, meet deadlines, problem solve, organize and frequently re-prioritize tasks independently is required.

Background Screening

University of Michigan Health System conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.