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The Specialist III in the Dean's Office for Faculty Affairs and Advancement will play an integral role in the operations of the Faculty Affairs Office, providing comprehensive support in managing and coordinating high-impact committees, strategic initiatives, and faculty affairs events for the School of Medicine. This position will be a key business partner and technical liaison, offering expertise in faculty affairs processes, faculty governance, and system support. Working closely with senior leadership, this role will support and contribute to the strategic goals of the Office of Faculty Affairs and Advancement.

In addition to the daily responsibilities, the coordinator will take an active role in process improvements, ensuring that best practices are followed and that the office operates efficiently and effectively. The position will work across the School of Medicine’s 23 departments and interact with faculty, staff, and university stakeholders, while reporting to the Manager and collaborating with team members to support the office’s long-term objectives.

Essential Duties and Responsibilities

• Manage office financial responsibilities including the preparation of the annual office budget, travel expenses, purchase requests, contract management and ensuring fiscal compliance with university policies. Provide analysis to office leadership to support data-driven decision-making.

• Design, plan, and coordinate professional development workshops, training programs, and orientation sessions. Ensure alignment with the school’s academic and research priorities, and provide logistical support for these initiatives.

• Oversee monthly Faculty Forum and bi-annual Executive Faculty meetings, including securing presenters, managing logistics, providing administrative support and ensuring timely follow-up on priority action items.

• Collaborate with School of Medicine leadership on initiatives and programs aimed at increasing faculty recruitment, retention and positive climate within the School of Medicine.

• Function as the key facilitator to orchestrate complex meetings, prepare comprehensive materials, and meticulously maintain records of faculty actions.

• Serve as a primary liaison of faculty affairs communications, ensuring consistent, timely, and effective dissemination of information on faculty affairs activities, governance updates, and key faculty development opportunities.

• Build strong relationships with other departments, divisions, and stakeholders to ensure smooth collaboration on cross-functional initiatives that advance the school’s mission.

• Oversee office resource management, including supply management, procurement, and ensuring that resources are allocated efficiently to support the goals of the office.

• Develop materials used by our business partners regarding faculty affairs objectives and processes.

• Facilitate maintenance of the Interfolio RPT system by creating and modifying template workflows, granting access to new users and modifying user groups as needed for the School of Medicine.

• Assist in managing academic grievances, ensuring compliance with university policies and timelines, and consulting with General Counsel as needed.

Preferred Qualifications

• Effective oral, written, and interpersonal communication skills.

• Attention to detail and excellent communication skills.

• Proficient in proprietary software, MS Outlook, Word, Excel, PowerPoint and Access.

Competencies

• Proactive: Anticipates and plans for potential issues.

• Program Management: Organized, task-oriented, capable of delegating and following up.

• Organized: Effectively manages time and prioritizes tasks.

• Analytical: Capable of evaluating documents and data to make informed recommendations.

• Adaptable: Able to adjust behavior or ideas in response to new information or situations.

• Critical Thinking: Thinks through issues to identify appropriate options and solutions.

• Attention to Detail: Pays close attention to all aspects of tasks to ensure accuracy and completeness.

• Excellent Communication Skills: Communicates effectively both orally and in writing.

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard torace, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team atemployment@louisville.eduor 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email atemployment@louisville.eduor by phone 502-852-6258.