Assistant to the Dean & Faculty Support Specialist - 500338

Job description

Assistant to the Dean & Faculty Support Specialist - 500338


The Assistant to the Dean and Faculty Support Specialist has a primary responsibility for managing processes and procedures within the Robins School in support of faculty. Additionally, the position provides executive level support to the Dean of the Robins School of Business and manages a number of short-term and long-term, multifaceted projects, using a variety of technological, managerial, and organizational skills. This position is responsible for the processing of all faculty appointments and the management of all faculty employment data and processes within the Robins School. The incumbent serves as liaison between the Dean and other internal and external officials and organizations.


Faculty Support:

  • Coordinates and issues faculty appointment request forms and appointment letters for approval by the Dean and Provost (tenure-track, visitors, adjuncts, and courtesy appointments), maintaining compliance with approved University policies and procedures.
  • Manages processes for hiring (justification), maintaining records for adjunct faculty.
  • Prepares contracts for summer MBA faculty.
  • Handles inquiries regarding faculty employment, faculty contracts, tenure dates, third year review dates, faculty leaves, retirement, sabbaticals taken, sabbatical eligibility, terminations, and departure procedures.
  • Coordinates, manages, and develops timelines for various faculty processes, including, but not limited to, the annual faculty assessment process, tenure and promotion process, third year review process, teaching evaluation process, sabbatical process, and faculty, staff, and student awards.
  • Serves as liaison between the Robins School and Institutional Effectiveness for teaching evaluations and any special faculty requests and dates.
  • Monitors and maintains current and future processes used to capture faculty data including Banner, Digital Measures and other technology processes.
  • Maintains up to date faculty credentials and files.
  • Manages faculty records.
  • Coordinates annual endowed chair reports and authors communications to donors.
  • Maintains approved grants, including all guaranteed grants (e.g., summer research and pedagogy grants).
  • Supports recruiting efforts in the Robins School for new faculty hires
  • Compiles statistical data and reports for the Provost, surveys, individuals in the Robins School, and other departments on campus.
  • Monitors list of voting eligible faculty.

External Relations/Events:

  • Coordinates Robins School Academic Council, Robins School faculty meetings, and Student Advisory Council meetings to include distributing the meeting agendas and attending and taking minutes at the meetings. Is liaison to the Robins School Executive Advisory Council (EAC) and manages meetings, membership, and terms of appointments.
  • Works with the Associate Dean to manage Robins School AACSB accreditation processes and procedures such as oversight of Digital Measures Faculty Management System and five year Continuous Improvement Review reports and visits. internal and external events as necessary to include AACSB accreditation.
  • Works with the Events Manager to plan and oversee the annual Robins School Honors Convocation, which includes the Executive of the Year appointment and presentation, and student awards (including the Norman Award)

Assistant to the Dean: 20%

  • Provides a high level of support to the Dean of the Robins School of Business, including management of calendar, meeting preparation, and travel/event coordination.
  • Maintains a high level of confidentiality
  • Coordinates and communicates date-specific correspondence, announcements, reminders and requests, including faculty and staff actions.
  • Coordinates Robins School materials for the Board of Trustees, including sabbatical recommendations, emeritus recommendations, tenure and promotion recommendations, endowed chair recommendations, etc.
  • Keeps track of the Dean’s internal and external committee and board memberships.
  • Initiates and composes letters and memos for the Dean’s review.

Technical Support:

  • Digital Measures College Administrator
    • As the Robins School’s College Administrator, maintains the Digital Measures “dashboard” adding users, adding security levels, managing faculty administrative data, “read/write” data, running ad hoc reports, creating and running custom reports, and preparing work requests.
    • Uploads faculty data, including semester teaching schedules, advising, and service assignments via Excel comma delimited files.
    • Provides Digital Measures training to faculty and staff.
    • Assists faculty and staff with any questions or issues that they encounter when using Digital Measures. Resolve any issues.
  • Develops Qualtrics surveys or other electronic voting methods for faculty voting.
  • Maintains faculty data in Banner.
  • Maintains and archives faculty policies, forms, meeting agendas and minutes in Blackboard.
  • Uses MS Excel for faculty spreadsheets.
  • Uses BOX to create and manage folders, including the tenure and promotion process files, which involves the careful granting and monitoring of access according to the established timeline.
  • Uses and maintains Raiser’s Edge data for alumni, donor, and other stakeholder contacts.


  • Advanced knowledge of UR policies including hiring practices, faculty contract processing, faculty data management, and file retention in a University setting.
  • Strong organizational and project management skills.
  • Working knowledge and ability in Banner Human Resources used in conjunction with other query reporting tools.
  • High level of proficiency in Microsoft Office Suite including Excel, Word, Outlook and Access.
  • High level of confidentiality required.
  • Faculty Policies and Procedures (including but not limited to Governance Policy, Tenure and Promotion Policy, Sabbatical Policy, Summer Research Policy, etc.)
  • Knowledge of or ability to learn other data base management and information acquisition programs (e.g., Banner, Blackboard, Digital Measures, Raiser’s Edge and Qualtrics
  • Highly effective interpersonal skills in interacting with students, faculty, staff, Executive Advisory Council, and visitors.
  • High levels of initiative, resourcefulness, independence, attention to detail, and ability to multi-task.


  • Bachelor's degree.
  • Four or more years of experience in administrative support duties.


  • Full-time, non-exempt position
  • Monday – Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week

Pay Grade 5 (Hiring Range $18.24 to $24.17 per hour)


At the University of Richmond, we’re creative, inclusive, and determined. We’re Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond ( blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There’s only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE




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Job No:
Posted: 9/10/2020
Application Due: 11/17/2020
Work Type: