Overview

Job Location:
USF Hilltop Campus

Job Title:

Coordinator for Faculty Excellence & Diversity and Assistant to Vice Provost for Equity, Inclusion, and Faculty Excellence

Job Summary:

Coordinator for Faculty Excellence and Diversity and Assistant to the Vice Provost for Equity, Inclusion, and Faculty Excellence (VPEIFE) is the primary point of contact for matters concerning DEI and faculty excellence, is responsible for providing confidential administrative support to the Vice Provost. The VPEIFE’s division includes the office of Antiracism, Diversity, Equity and Inclusion (ADEI), the Institute for Nonviolence and Social Change (INSJ), Affinity-based Student Academic Achievement Programs (e.g., Black Achievement, Success, and Engagement (BASE) and Latinx Excellence initiative), the Tracy Seeley Center for Teaching Excellence (CTE) and Center for Research, Artistic, and Scholarly Excellence (CRASE), and the Institutional Review Board.

The Assistant performs administrative and planning duties for the VPEIFE and the CTE and CRASE. The Assistant supports the Vice Provost with prioritization, communication, and coordination within and across the units within the division.
The Assistant supports university-wide faculty development and the mission of both CTE and CRASE to celebrate, support, promote, and develop excellent teaching, research, and scholarly work across the university through interdisciplinary and community connections. The Assistant also provides administrative support to the co-directors of CTE and CRASE, including managing events and external communications.

Full Job Description:

Specific duties:

Faculty Personnel

  • Provides administrative support for the hiring of new full time faculty for the five colleges; prepares official appointment letters
  • Supports coordination of the schedule and proceedings of the University Promotion and Tenure Committee and coordinates with deans’ offices to ensure tasks are completed in a timely manner. Assists in preparation of decision letters on behalf of the Provost.
  • Helps coordinate schools’ emeriti faculty recommendations to the Provost and President; prepares notification letters.
  • Drafts decision letters of Preferred Hiring Pool (PHP), and supports coordination of announcement with OMC.
  • Supports coordination of nomination and selection of Provost Faculty & Staff Awards for the university’s annual Service & Merit Awards; assists in notification of awardees and award presentation with Human Resources.
  • Drafts committee appointment letters on behalf of the Provost.

Administrative Support

  • Provides administrative services as point of contact for the VPEIFE
  • Performs a range of administrative and technical support duties, as the primary and confidential administrative support to VPEIFE, with rigorous attention to detail, organization, and process
  • Creates and develops new office work procedures to increase efficiency, maintain confidentiality, and improve work flow using knowledge of operations and creative problem solving techniques
  • Completes a broad variety of administrative tasks for the VPEIFE including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Manages communication for the VPEIFE’s office, including managing the division website, preparing correspondence, organizing meeting materials for meetings, creating agendas and documents and tables, and recording minutes
  • Coordinates meetings and events hosted by the Vice Provost
  • Maintains confidentiality of all sensitive materials
  • Communicates with division staff about policy and procedure updates
  • Responds promptly to inquiries from university offices and external constituents
  • Responsible for onboarding and training of new staff, office assignments, and general requests from staff

Diversity, Equity, & Inclusion

  • Assists the VPEIFE  with project management of university-wide equity and inclusion initiatives, ensuring timely implementation of tasks in the unit division
  • Assists the VPEIFE with sensitive communications centered on diversity, equity, and inclusion matters

Faculty Excellence

  • Manages the Tenure and Promotion files and reports at the Provost Office level, working with staff in each of the Schools and the College
  • Provides administrative support to CTE and CRASE
  • Assists with programmatic generation, input, and management  
  • Handles outward-facing CTE and CRASE communications
    • Managing newsletters
    • Fielding communications from outside the centers (e.g., emails)
    • Social media management
    • Event promotion
    • Website management (e.g., outward facing marketing site, MyUSF, blog)
  • Represents the Centers at program events
  • Coordinates centers’ events calendar
  • Manages audits/assessments/metrics analysis
  • Produces Centers’ annual reports
  • Produces Centers’ content (e.g., faculty spotlights, features, event recaps) and edits content (e.g., blog posts, newsletters)
  • Coordinates meetings, activities and events with centers’ advisory board members
  • Supervising student assistants, including onboarding and approving hours on Workday
  • Hires, trains, and supervises student assistants;
  • Assists with grant preparation
  • Manage Faculty Resource Network application process (bi-annual)

Other duties and responsibilities

  • Perform special projects and other duties as assigned
  • Works closely with the Senior Assistant to the Provost and provides back up support to the Provost Office as requested
  • Some work hours may be required outside of normal business hours

Skills, qualities, and competencies:

  • Bachelor’s degree required: Master’s degree preferred
  • Minimum of five years administrative experience in a higher educational setting
  • At least 3 years in supporting a senior-level executive
  • Strong proven skills with Microsoft Office applications (e.g., Microsoft Word, Excel, PowerPoint) and Google suite of programs
  • Experience of managing virtual meetings and hosting convenings on Zoom
  • Willingness to learn new technological skills
  • Demonstrated experience and cultural sensitivity working with projects and initiatives centered in ADEI
  • Ability to exercise discretion and maintain confidentiality in a professional manner
  • Rigorous attention to detail
  • Strong listening and interpersonal skills
  • Excellent oral and written communication skills
  • Excellent administrative and organizational skills and high aptitude for multitasking and prioritizing among numerous complex assignments and competing responsibilities and expectations
  • Ability to anticipate and follow through on assignments necessary for planning, implementing, and completing a variety of events
  • Ability to manage multiple tasks while meeting deadlines
  • Exercise good judgment in a variety of situations
  • Ability to plan, implement and assess stand-alone projects
  • Ability to work with minimum supervision

Preferred qualifications

  • Familiarity or proficiency with Adobe Suite; task management and task sharing tools (Todoist, Slack etc). Banner and WorkDay experience and web design/management
  • Experience working with grant supported projects

Full-Time/Part-Time:

Full time

Pay Rate:

Salary